For the past several years, there’s been an increasing focus on reducing the amount of “low-value work” government employees manage on a regular basis. Endless mounds of paperwork – including public sector agreements like contracts or applications – are a prime culprit. That means that government agencies looking to reduce the burden on employees while delivering quality support to constituents can benefit from creating a technology stack to automate workflows. Below, we explore how software for public sector agreements can transform how work gets done in government agencies, particularly at the local level.
First things first: What is an agreement?
An agreement can include any situation in which two or more parties commit to doing something. Many agreements are written, but they don’t have to be; they can be verbal, legally binding, or non-legally binding. Some agreements might be the result of negotiations, and others may not.
The term “agreement” is often used to describe contracts, and while contracts are one type of agreement, they’re not the only kind to consider.
Defining Public Sector Agreements
When we talk about public sector agreements, we’re referring to agreements between government agencies and other parties. These types of agreements vary significantly in their purpose, length, and complexity. They may also be known as:
- Public sector forms
- Official documents
- Authorizations
- Correspondences
From common examples like an application for public sector grants or social welfare services, agreements play an important role in connecting the work government agencies do to those who receive them. They also ensure that agencies uphold their responsibilities and serve the public as they’re intended to.
Common Examples of Agreements in the Public Sector
While there are more types of agreements in the public sector than we could list at once, there are a few popular examples of situations in which agreements are used:
- Building permits, zoning approvals, and licenses
- Grant application forms
- Human resources: employee contracts, background checks, training certifications, and more
- Contracts between vendors and agencies, procurement contracts
- Contacts for teachers, Individualized Education Programs (IEPs)
- Information technology (IT) forms and requests, like incident reports and asset management
Clearly, agreements within the public sector can be simple and straightforward, or they can be quite comprehensive. The more stakeholders involved in the agreement, the more complex its management will likely be.
What should a public sector agreement include?
The information a public sector agreement captures will depend on its purpose and the parties involved. However, regardless of its scope, a basic agreement should typically contain key details such as:
- Information about all parties involved, including clear identification, the official names of government employees, contact info, and roles or responsibilities
- The purpose and scope of the agreement, as well as any work or deliverables it requires
- The terms and conditions of the agreement, including its duration (start and end dates) and information about the expiration of contracts, services, etc.
- Financial terms, including payment terms, project budgets, invoicing expectations, etc.
- Legal and compliance requirements, such as clauses that outline and require compliance with applicable local, state, or federal regulations
- Information about performance metrics and how the processes outlined in the agreement will be monitored or reported
- Signatures and authorization from all parties
It’s important that agreements feature clear details about how to validate the commitments they outline. For instance, an agreement between a government agency and a vendor tasked with building new infrastructure may list details about penalties the vendor may face if they fail to deliver on their responsibilities.
The Value of Automating Agreement Management
Despite the fact that government employees across different agencies and bodies typically need to collaborate to create public sector agreements, many government processes are still done manually.
Likewise, many government agencies lack the resources to connect the agreement process to other technological solutions they do have.
As a result, manual intervention is often required to bridge the gap. This can easily lead to delays and errors. It also drains time and resources that could perhaps be better utilized in other areas.
Considering that almost 12 billion hours are spent on paperwork each year in the federal government, it’s not a stretch to say that automating at least some parts of the agreement process can be a game-changer.
That change could have effects that ripple out, too; all of those hours cost the public about $186.0 billion every year – and that’s just for paperwork at the federal level!
However, when agencies can automate public sector agreement management, they can revolutionize how they do work. Automation – like creating digital forms and processes to submit them – helps agencies create a seamless experience for collecting and using information.
With the right software, once a digital form or agreement is populated with information, agencies can also have constituents securely sign their documents. Next, agencies can leverage the data found in those agreements to better understand specific trends.
CDP creates tailored software solutions for local governments to help agencies better manage this process. We customize our services to your needs so that you can create a frictionless workflow for any type of agreement, and both before and after signatures need to be collected.
How to Choose Software for Public Sector Agreements
The value of software for public sector agreements can’t be overstated, particularly for local governments, which may not have access to the same level of support as federal agencies. However, choosing the right software matters. Here are some things to keep in mind as you select the right solutions for you.
Look for Key Features
As you consider how to implement software into your workflows, it’s important to look for options that are built with the features government agencies need to manage agreements. Some examples of features you’ll want in software include:
- Document management
- Secure e-signature integration
- Digital form building
- Template libraries
- Compliance tracking features
CDP can help you build a system that makes sense for your agency’s needs, limitations, and goals.
Prioritize User-Friendliness
Technology is great – when it works. Even if you have the best software in the world, it won’t help much if no one on your team understands how to use it. That’s why it’s important to select software that is easy to use and accessible. All stakeholders should be able to navigate the technology you use to craft, store, and monitor agreements.
Consider Scalability & Integration
It’s also crucial to choose software that can scale to meet growing organizational needs and integrate with any existing systems your team uses. When you work with CDP, you also work with a team of experts dedicated to helping you stay on top of changing needs.
Say Goodbye to Paper Forms & Agreements with CDP
If your agency could benefit from purpose-built software for public sector agreements, look no further than CDP to lead the way forward. Our mission is to make powerful software tools accessible to everyone, not just large organizations with lots of resources.
We’re here to help you build something that fits seamlessly into your existing system but also transforms how you manage agreements and other paperwork.
To learn more about how we can help you, contact us and book a demo.
