District-Wide Digital Employee Services Transformation

The Challenge

When I joined the district, employee services were largely paper-based and decentralized. HR onboarding, personnel updates, annual notices, sick bank requests, and hiring workflows relied on paper forms, PDFs, email exchanges, and manual tracking.

Employees often struggled to locate the correct forms and administrators lacked visibility into where requests were within the approval process.

The district needed a more efficient, scalable, and user-friendly solution that would serve approximately 600 employees and multiple administrative departments.

My Role

SharePoint Administrator, Power Platform Developer, Business Analyst, User Experience Designer

Discovery & Analysis

I worked directly with:

Human Resources
Business Office
Building Administrators
Athletic Department
Pupil Personnel Services
Native American Curriculum Team
Superintendent’s Office

Rather than simply digitizing existing forms, I analyzed:

Current workflows
Approval chains
User pain points
Communication gaps
Record retention requirements
Mobile accessibility needs

Special consideration was given to users who may only interact with a process once per year and may complete requests from a smartphone.

Solution

Developed a district-wide SharePoint employee services portal and Power Platform ecosystem.

Implemented:

HR Digital Transformation

Converted onboarding processes including:

Tax forms
Direct deposit
Insurance enrollment
Computer acceptable use agreements
Employment documentation

into digital workflows.

Employee Self-Service

Created 25 digital forms including
• Change of address/name/benefitiaries
• Sick bank donations & usage requests
• Unpaid leave requests
• Internal job postings and application submissions
• Open enrollment processes
• Annual compliance notices

Hiring & Personnel Workflow Automation

Developed 13 multi-stage approval applications supporting:

Position creation
Candidate tracking
Interview documentation
Hiring recommendations
Board approval processes

Routing included:
Hiring Administrator → HR → Assistant Superintendent → Superintendent → Board of Education

Design Approach

The focus was not simply digitization.
The goal was reducing friction for all audiences.

Design considerations included:

Mobile-friendly layouts
Simplified user experience
Clear status indicators
Progress tracking
Automated notifications
Confirmation messaging
Error prevention
Printable PDF outputs

Results

Centralized employee services into a single portal
Reduced reliance on paper-based processes
Increased transparency throughout approval workflows
Improved record retention and reporting
Standardized district-wide processes
Created scalable foundation for future business office automation initiatives

Tools

SharePoint Online
Power Apps
Power Automate
Office 365
PDF generation
Workflow automation