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Posted: 11/5/2013
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State of Indiana Department of Education Indiana Educators Enjoy Streamlined, Cost-Effective Licensing Solution

eImagine Technology Group paired with the Indiana Department of Education to design and implement Licensing Verification and Information System (LVIS), an educator licensing solution that shortened license processing times, reduced costs, and made licensing records and information easily accessible to all 60,000 educators in the state of Indiana.

Background

The Indiana Department of Education (IDOE) wanted a solution for the tracking and management of the licenses of 60,000 active educators. The paper-based system in place at the time resulted in lengthy processing times and additional expense for supplies and postage.

The IDOE requested a web-based solution to organize and speed up the licensure process from application through issuance and the delivery of a license to an educator. The system needed to work for both internal and external users; educators needed to be able to record and track their professional development activities, and building principals needed to be able to verify this information for license renewals. Licensing advisors at 47 institutions of higher education needed to be able to log on and recommend their students for licenses.

Project

eImagine drew on its experience in the education sector to create a solution on the Microsoft Dynamics CRM/XRM platform, utilizing an interface designed and created by Microsoft. This interface has been refined over multiple product releases and employs the same look and feel as other Microsoft Office applications, allowing easy adaptability for new users because of the familiar interface.

The web-enabled browser-based system included functionality for:

  • Multiple application creation per single educator profile

  • Self-management and updating of both profile and education information by educators

  • Secured and verified electronic payments

  • Real-time status and history of applications view for users

  • Printability of active licenses from profile

Results

eImagine provided a solution that best fit the vision of future educator licensing and best serves the long-term goals of the IDOE and its educator customers. The license approval process was drastically reduced from two to four months to two to eight business days for in-state applicants.

The department also saw immediate cost savings by switching from a paper-based to a paperless process. The IDOE saw improved efficiency within its licensing departments, yielding a 3 percent increase in revenue as well as a 20 percent increase in applications processed, with four fewer staff members.

eImagine drew on its expertise in Microsoft Dynamics CRM/XRM to create a flexible, easy-to-use system for the IDOE, satisfying their current business needs while providing them a system that allows for future growth and expansion:

  • Before LVIS, the licensing process could take up to four months from application to receipt of a printed license. With the new system implemented, the time from application to a finalized license averages just eight business days

  • 41 percent of licenses are completed in three business days or less, and 30 percent are completed in two business days or less

Since June 2011, implementation of LVIS has helped the IDOE save on:

  • Paper and printing costs for over 60,000 licenses

  • Postage costs for 60,000 mailed licenses

  • Staffing costs reduced, with four staffers reassigned

  • Entire processing department eliminated

All these improvements have led to an estimated savings of more than $210,000.

Positive Outcomes

Microsoft Dynamics CRM for the Indiana Department of Education enhances system capabilities, reduces processing time and costs, and addresses the pressures that existed for the department by streamlining operations to make information more accessible to both internal and external users.

Next Steps

This case study is for informational purposes only. MICROSOFT MAKES NO WARRANTIES, EXPRESS OR IMPLIED, IN THIS SUMMARY.
Document published November 2013

Solution Overview



Organization Size: 250 employees

Results
  • License turnaround time reduced from 4 months to 2 to 8 days
  • 3% increase in revenue, 20% increase in applications
  • Cost savings of $210,000

Software and Services
  • Microsoft Dynamics CRM 2011
  • Microsoft Dynamics CRM technologies
  • Microsoft .NET Framework
  • Connector for Microsoft Dynamics

Vertical Industries
  • Public Sector
  • Public Administration

Country/Region
United States

Languages
English

Partner(s)
eImagine Technology Group

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