Recognizing agents of change in government

October 2018

Justin Heyman

Director of Information Technology

I've been here just about 15 years. In addition to leading the technology department, I set the strategic direction for technology. This position is unique, because I get to interact with the public. We're in charge of the website, cable station, and AM radio station, in addition to all our social media. That's a little bigger and broader than other IT departments, but I'm happy to have interactions with the public.

Seth speaks to the SeamlessDocs team in the February installment of the Seamless Speaker Series

Service is Beautiful

Q&A with this municipal champion

How did you get involved with local government?

Franklin Township was my first position in government; previously I did consulting. I got involved in local government because I was covering someone's maternity leave – that led me to 6 months of consulting with the Township. After my tenure was up, the Township asked me to stay on a bit longer...and longer...and longer – eventually they created a full time position here! My title was Assistant Network Administrator when I was first hired. There were two of us for many years and we tried to keep the wheels on bus. At that time, the Department served more of a utility function – keeping networks running, etc. Through some changes in management there was a desire to elevate the IT functions of the township up to a department level, rather than a division. 5 years ago, I was fortunate enough to be that first person to lead the department.

How did you first hear about SeamlessDocs?

I think we learned about SeamlessDocs through GMIS. Princeton folks are big users of you guys, and you came highly recommended. Beyond Princeton, other GMIS International Members were starting to use SeamlessDocs and it was working well for them. Our Township had a desire to ramp up in a quick and efficient manner our online presence and internal forms, which were antiquated.

Why did you decide to go paperless?

You have this huge paper presence and it works but it's not very efficient. There's the citizen experience and the demands of, "Why can I do everything else online?" but I can't interact with my government that way. So we responded to the desires of our citizens and the Mayor and Township Manager decided it was time to go paperless.

Paul accepts his Service is Beautiful Award from CEO & Founder Jonathon Ende

Seth accepts his Service is Beautiful Award from CEO & Founder Jonathon Ende

For those of us who work in government, there's always this negative connotation that government's there to be a roadblock, messy, red tape. There are a lot of governments trying to make government more beautiful and user-friendly. For me, Making Government Beautiful is allowing the public to find ways that we aren't the roadblock, that we aren't the red tape, that we can be more user-friendly, serving without hurdles.

Justin Heyman

Director of Information Technology

Learn About SeamlessDocs

Town of Gilbert Stats

Real results from this municipality

  • 27 Forms

  • 12,677 Submissions

  • 15 Minutes Saved per Form

  • 3,169 Total Hours Saved

    (Submissions * Time Saved per Form = Total Time Saved)

Culver City Stats

Real results from this municipality

  • 115 Forms

  • 2,352 Submissions

  • 20.5 Submissions per Form on Average

  • 15 Minutes Saved per Form

  • 588 Total Hours Saved

    (Submissions * Time Saved per Form = Total Time Saved)

Leesburg Stats

Real results from this municipality

  • 5/5 User Credits

    143 SeamlessDocs

    15 Web Forms

    158 Total Forms

  • 2,790 Submissions

  • 17.7 Submissions per Form on Average

  • 15 Minutes Saved per Form

  • 697 Total Hours Saved

    (Submissions * Time Saved per Form = Total Time Saved)

Cedar Hills Stats

Real results from this municipality

  • 47 Forms

  • 2,201 Submissions

  • 46.8 Submissions per Form on Average

  • 15 Minutes Saved per Form

  • 550 Total Hours Saved

    (Submissions * Time Saved per Form = Total Time Saved)

What was implementation like?

Easy! I don't have a better way to put it. You guys act as constant partners, so responsive to requests. I can learn software, but it's that piece of partnership that makes it more rewarding. You guys have been with us and helped us get through everything, particularly with payments. The platform is not hard to learn or leverage. When we buy something we want to use it as fully as we can. It's easy to find new ways to use SeamlessDocs, to capitalize on the investment.

One form or process that's been changed by SeamlessDocs?

We use SeamlessDocs to automate processes that aren't even directly under Departments. For example, the Township has a Trails Advisory Committee that advises staff and council from a citizen perspective, and they've used SeamlessDocs to transform one of their processes! Every year, the Committee launches two trails photo contests – one for adults and one for kids. The Township has tons of trails, and we're really proud of them, so this photo contest involves photo submissions of people being active on trails. However photos used to come in, they would somehow be gathered, judged, and entered into the contest. The Committee asked that we put the form online, so we used SeamlessGov. We redesigned the form so that people can upload photos, they all end up in one spot, and staff process them through email.

Favorite SeamlessGov Feature?

Besides just being able to create a SeamlessDoc in 30 minutes or less? I don't have to reinvent the wheel – that's awesome for us. Personally, conditionals helped us out a lot. Our capital request form was a massive process, previously managed by me and one other Township staff member. Way back in the day, it was a paper form they dropped off in our office. The problem with the form is we don't know how many requests someone will make. 1 or 20 item requests – it could be $1M worth of capital, I don't know until they submit it. SeamlessDocs makes the process much more succinct when we present to council and review. Conditionals helped us say, if you have 2 things it's 2 pages or 2 lines, if you have 20 things, the form supports it, etc. And that's a process I have to personally manage, so it's near and dear to me.

Advice for another municipality just starting out with SeamlessDocs?

Just jump in and grab a form, find the lowest hanging fruit and either build it from scratch or convert it, but just jump in. If we see a form come across our desk, it's not even a decision anymore. We just convert it to SeamlessDocs. If we hit a stumbling block we deal with it. But we don't even ask anymore, we just put it into the system. Control of the website has benefited us in that way. Just do it – pick a form and just convert it, just try it. Everybody overthinks it.

Gina Cho

Success Manager

Gina is a Client Success Manager at SeamlessDocs. She has experience working in the public sector and owning client relationships at another Tech Startup, Poppin. Gina attended Rutgers University where she studied Psychology and Public Health. Born and raised in New Jersey, she likes to travel and discover new places.

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