Building a More Efficient Government with eSignatures Jim Harper, Senior Director of Government Business Development and Operations June 7th, 2016
DOCUSIGN CONFIDENTIAL
Today’s Agenda
• Electronic Signatures 101
• Who is DocuSign
• Case Study: Georgia Department of Community Supervision
• Case Study: City and County of San Francisco
• Electronic Signatures – 5 Tips for Getting Started
Electronic Signatures 101
What Is an Electronic Signature?
An electronic signature is an “electronic sound, symbol or process, attached to or logically associated with a contract or other record and executed or adopted by a person with the intent to sign the record.”
• Sound, symbol, process
• Associated with record
• Executed or adopted
• By a person
• With intent to “sign”
The Legal Foundation for Electronic Signatures
• Response to states adopting inconsistent laws to govern electronic records and agreements
• Drafted by Uniform Law Commission
• Overlay statute that amends state laws or rules that require “writing” or “signature”
• Adopted in 47 states + DC
• WA, IL, NY all have e-signature statutes too
UETA Uniform Electronic Transactions Act – 1999
• Federal version of UETA
• Instant 50-state baseline
• Consumer protections
• Preemption of nonconforming State laws
ESIGN Electronic Signatures in Global & National Commerce Act – 2000
Electronic Signature
Legal sufficiency vs. attribution
• UETA answers the question “is it a signature?”
• Does NOT answer the question “is it your signature?”
It’s all in the PROOF
• May be proven by any means, including surrounding circumstances or efficacy of agreed-upon security procedure
• Different risks may require different kinds of evidence
• How does your paper process provide proof? Could it be better?
The Keys to Enforceability
Record Integrity
Attribution
How DocuSign Assures Attribution
2. Audit Trail 1. Signer Identity
ID Check
Industry-Leading Choice of Authentication Options
Enterprise Add-On
Standard Method
Access Code
SMS
Phone
Third Party
Social ID
Digital Certs
Primary Multifactor add-ons
Email Address
Federated/ SSO
DocuSign Account
KBA or In Person
Enforceability: The eSignature Difference
5/1/2013 8:41:12 PM EST
IP: 192.156.22.122
ID Proofing Options:
One Time Password
Phone Authentication
Knowledge Based Authentication
Witnessed Signing
Digital Certificate Validation
Tam
per
-pro
of
con
tain
er
Paper Record
5/1/2013
Who is DocuSign
DocuSign is the fastest most secure way to make every decision and approval digital, so you can keep
life and business moving forward.
Get Approvals Done, Faster than Ever
Sign Anytime, Anywhere, Any Device
Ensure Secure and Compliant Business Processes
Makes Any Workflow or Approval Simple, Fast and
Secure So You can Keep Business and Life Moving
Disconnected Systems
Manual Processes
Poor Constituent Experience
Constituents
Other Government Agencies
Partners
Suppliers
Employees Agency
Constituents
Other Government Agencies
Partners
Suppliers
Employees Agency
Availability
Manage Execute Prepare
• Documents
• Data
• Workflow
• Authentication
• Signatures
• Templates
• Reporting
• Retention
• Audit Trail
Platform
Product
Security Global
Architecture
DocuSign Product & Platform
Open Integration Framework
The Market Leader | The Industry Standard 225K Customers
2010 2016
DocuSign in the Public Sector 36 States and 300+ City, County, and Municipal Organizations
Non-customer
State Gov’t customer
Local Gov’t customer
How DocuSign Helps the Public Sector
• Employee policy distribution and signature
• New hire paperwork • Benefits enrollment • Contractor agreements • PTO management • Non-disclosure • Change of beneficiary forms
• Contracts • Non disclosures • Electronic notary • Internal compliance • Outside counsel agreements • ADA compliance • FLSA compliance • Inspections and audits • Legal case management and
evidence archiving
• Tax returns • Warrants/affidavits • Emergency response • Inter-agency agreements • Permits and applications • Engineering document approval
and archiving • Decrees and other public electronic
documents
• Contractor bids • Master vendor agreements • Purchase orders • Statements of work • RFP sign offs • Supplier compliance • Internal approvals
• Project budget approvals • Asset tracking • Change requests • Requirements sign off • Access management • Incident reporting • Production change authorization • Maintenance authorization
• Payroll and finance processes • Budget approvals • Invoice processing • Expense reporting • Travel reimbursement • Audit signoff
• DMV forms and processes • Zoning and permit approvals • Permits • Social services programs • Public health programs • Disability program forms • Incorporation forms • Housing programs
• Work orders • Lease agreements • Move in / move out requests • Front desk sign-in • Parking permits
Government Activities Constituent Services Procurement Finance
Human Resources Legal and Compliance IT Facilities
Why the Public Sector Chooses DocuSign
Trust
• 85M+ users and 225,000+ customers, including hundreds of federal, state, and local government organizations, use DocuSign
• 99.99%+ uptime over past 5 years • SSAE 16, ISO 27001, PCI Compliant,
TRUSTe Certified • Strongest encryption in the industry • $500 million invested in industry
leading security practices
• Fast and simple to implement, integrate, manage, and use
• Top rated end-to-end user experience from the very first transaction
• Extensive partner network and support system
Experience
• 300+ Pre-built integrations with the systems you already use – saving you time and money
• Customizable to your specific needs using industry leading APIs
• Sign, send, and manage on any device, in 43 languages
Choice
SVP CIO
President FedEx
Office, CIO CISO CISO
CISO Founder VP IT & System CIO CISO Head of IT Strategy
CISO Former Director Chairman & Founder Partner
xDTM Board of Governors
85M+ users and 50,000 new users joining the DocuSign Global Trust Network everyday
Uses the xDTM standard
Strongest encryption practices
Always available and always at peak performance
A full digital audit trail
10x
acceleration in contract processing time
Return on Investment in the Public Sector
95% reduction in average
approval time for new business applications, from 3 weeks to less
than 1 day
$42 average savings per
transaction
$4M saved in first year of
implementation
Faster Processes Better Constituent Service Increased Efficiency Real Cost Savings
Case Study Georgia Department of Community Supervision
Georgia DCS: Mission
“As an integral part of the criminal justice system, we protect and
serve all Georgia citizens through effective and efficient offender
supervision in our communities, while providing opportunities for
successful outcomes”
What the Georgia DCS does
The Georgia Department of Community Supervision
oversees more than 180,000 felony offenders in Georgia
communities who are serving a probated sentence or have been
granted a parole
Vision
Become the national leader for innovative and progressive community supervision
Embrace the best and the next evidence-based practices
Utilize an integrated approach to improve offender behavior
The Answer: Virtual Offices
Benefits of Virtual Offices
Improves supervision services by pushing officers into the
communities they serve
Benefits of Virtual Offices
Makes it easier for offenders to meet supervision requirements
while pursuing educational opportunities, employment, and
family commitments
Challenges
Challenge 1: Collaboration
Challenge 1: Collaboration
Virtual Offices can limit employee interaction. How do you optimize collaboration?
Answer:
Challenge 2: Paper-intensive processes
Challenge 2: Paper-intensive processes
Operations depended on paper, including getting signatures and keeping records
Answer:
The Outcome
The Benefits
• Elimination of paper-based workflows
• Increased employee efficiency
• Improved constituent service
• Safer communities
Case Study City and County of San Francisco
City & County of San Francisco – Civic Innovation and Leadership
First U.S. City to have OPEN DATA (2009)
First U.S. City to create Chief Innovation Officer role (2012)
First U.S. City to have comprehensive Open Data Strategic Plan (2014)
First U.S. City to have “Entrepreneurship in Residence Program” (2014)
Leading U.S. City in “dealing” with Disruptive Technologies
Mayor’s weekly tech visits (2011-2014)
Led Major U.S. Cities on Net Neutrality and Connectivity Strategy (2014-2015)
Going Digital
First of its kind Twitter-311 service is solving San
Franciscans’ problems with a tweet or text
City agencies are embracing social media to
interact with residents and share information
Over 60 apps have been developed using data
made available through our Open Gov Initiative
City sponsored hackathons have resulted in the
participation of 500 individuals creating 10,000
hours of civic engagement
Digital Transactions
Delivering:
• Better business process
• More efficient government
• Cost efficiency
• Accessibility for all users
Legend Pre-ELA Agencies and Departments Live Use Case (Go live date) Identified Use Case (Expected go live date)
City & County of San Francisco – Use Cases*
Department of Public Health (DPH) – Laguna Honda Hospital • Health at Home Patient Orders • Health at Home Plan of Treatment • Health at Home Forms
Treasurer & Tax Collector (TTX) • Online Business Registration
Department of Technology (TIS) • Contracts • Business Portal • City Attorney’s Office Email Discovery Request • City Attorney’s Office Lift of Litigation Hold • Whistleblower Report • Office 365 Integration • Single Sign On deployment
Municipal Transit Authority (SFMTA) • Employee Data Change Request
Human Services Agency (HSA) • Wage Subsidy Employer Application / Change Requests • Individualized Training Internship Program Application /
Change Requests • On the Job Training Application / Change Requests
Office of Contract Administration (OCA) • Professional Services Contract • Vehicle Lease Purchase
Department of Children, Youth, and Their Families (DCYF) • Grant Agreements • Budget Revision Form • Time Off Request
Real Estate Development (RED) • Purchase Request • Engineering Invoice • Absence Request Form
Department of Emergency Management (DEM) • Memorandum of Understanding
Modification Notice
Public Works-IT (DPW-IT) • Contracts • Integration to K2 and InfoPath systems
SF International Airport (AIR) • Engineering plans
DocuSign Signature Appliance (CoSign)
DocuSign
Success Metrics • DPH and HSA reported Turn Around
Time reduced from 3-4 weeks to 1-2 days
• SFMTA reports increased employee satisfaction being able to submit forms electronically instead of in person; reduced staff effort from not printing, logging and filing forms.
• 95% of envelopes completed successfully
*April 1, 2016
The Holy Grail
Real time establishment of business entity in a municipality:
• Legal
• Back Taxes
• Fraud
• Compliance
• Dependencies
Putting It Together
“Having just a vision’s no solution, everything depends on execution.”
- Stephen Sondheim
The APP!
New Business Registration
Taxpayer Experience Back Office Processing
Increased Efficiency and Turn-Around Time
Time for DocuSign and Payment Completion
Percentage of Transactions Completed
75%
10% 6% 7% 2% 0.4%
0%
20%
40%
60%
80%
100%
< 1 Hour 1 - 6 Hours 6 - 24 Hours 1 - 7 Days 7 - 21 Days 21+ Days
Same-Day Transaction Completion for 91% of Applicants
ROI – To Date
Old State
• 10,000 new business applications a year
• 75% via the mail
• Average wait for completion of New Business Account – 21 days
• Average cost to complete one application $40.00
• Weekly output – 150 applications a week
3 Months Since Implementation (March 1 – May 31)
• 7,475 applications submitted
• 42,527 pages processed
• 87% of applicants set up accounts via DocuSign API
• Estimated annual labor savings $220,000
• 75% of applications completed within 1 hour of submission
• Near real-time set up of businesses with no wait or requirement to come in person - priceless
Electronic Signatures 5 Tips for Getting Started
Start with the constituent experience What are your constituents’ expectations for accessibility and turn-around time?
Enable internal adoption through ease of use Make enterprise apps as easy to use as consumer-facing apps
Document your success Make the case for broader use of electronic signatures by measuring reduction in turn-around time, cost savings, and efficiency gains
Find champions for electronic signatures in your organization Leverage them to create a mandate
Build momentum with quick wins Introduce electronic signatures into existing processes (time sheets, PTO requests, offer letters, etc.) while you’re building out higher-value use cases
Thank You
Jim Harper [email protected]