M2 partnered with one of the largest school districts in Florida to streamline procurement, compliance, sustainability, nutrition, transportation, and human resources processes. By leveraging M2’s proprietary methodologies, it’s efficiency apps, and Smartsheet’s Control Center, M2 developed scalable, efficient solutions that reduced administrative burdens, improved compliance tracking, and enhanced real-time visibility into critical district operations. These solutions now support over 200 schools, ensuring efficiency, compliance, and enhanced service delivery.
Client Challenges
Manual Procurement Processes & Compliance Risks
The school district faced inefficiencies in processing contract requests, renewals, and purchasing card (P-Card) transactions. Paper-based contract approvals and renewals caused delays and compliance risks.
Compliance with New State Regulations for School Drills
Florida passed new laws requiring public schools to conduct and document active assailant, fire, and tornado drills at specific intervals. The district’s police department needed a centralized system to schedule and track these drills across 200+ schools while avoiding conflicts. Manual reporting generated over 2,000 compliance documents annually, creating a high administrative burden.
Lack of Automated Sustainability & Safety Tracking
Schools required an automated system for tracking large waste disposal requests and sustainability actions. Ensuring safe drinking water required continuous monitoring of lead levels in fountains and automated scheduling for retesting.
Limited Visibility into School Nutrition Participation Trends
The district needed real-time insights into the school breakfast and lunch program participation to optimize meal planning.
Inefficiencies in Transportation Communication
Parents and schools lacked an automated system to receive real-time bus delay notifications on the district website.
Inefficient Hiring & Credentialing Processes
The district needed an automated solution to verify teaching credentials and provide schools with instant hiring approvals.
M2's Customized Solutions & Implementation
For each of the solutions below M2 used its business process automation methodology and developed customized apps powered by Smartsheet
Solution 1
Procurement Automation & Compliance Tracking
Using our business process automation methodology we developed a customized app to track P-Card transactions, improving financial oversight. We implemented a contract request and approval system, streamlining how requests are received and processed. We created a Control Center-driven procurement checklist for new contract approvals and integrated DocuSign automation for contract renewals, eliminating manual paperwork and reducing processing time.
Solution 2
Active Assailant & Emergency Drill Management
We Designed a scheduling system for the school district’s police department to coordinate active assailant drills, ensuring no scheduling conflicts. And we built an automated compliance form submission system to generate and store over 2,000 compliance reports annually.
Solution 3
Sustainability & Safety Tracking
We developed an automated request system for large waste disposal, routing approvals to the sustainability team. We developed a an automated system for the tracking of lead testing in school fountains, ensuring continuous compliance with safety standards.
Solution 4
School Nutrition Dashboard & Insights
We built a Control Center dashboard for 200+ schools, providing real-time visibility into breakfast and lunch participation trends. This provided School Administrators with a portfolio-level view of district-wide meal trends allowing for informed decision making and the optimization of food distribution.
Solution 5
Transportation Communication System
We developed a public-facing solution to relay bus delays in real time on the district website, improving parent communication.
Solution 6
Automated Hiring & Credential Verification
We designed an automated teacher credential verification process, generating instant go/no-go hiring decisions for schools.
Results Achieved
Enhanced Procurement Efficiency & Compliance
- 90% reduction in manual contract approval processes
- Real-time tracking of procurement requests and approvals
- Automated contract renewals, eliminating paperwork delays
Improved Emergency Drill Management & Compliance
- 100% compliance with Florida’s active assailant drill regulations
- Eliminated scheduling conflicts for over 200 schools
- Automated 2,000+ compliance reports, reducing manual workload
Sustainability & Safety Impact
- Automated waste disposal approvals, ensuring faster processing
- Proactive water safety tracking, preventing lead contamination.
Optimized School Nutrition Monitoring
- Real-time participation tracking for 200+ schools
- Improved meal planning, reducing waste and optimizing costs
Efficient Transportation Updates
- Immediate public bus delay notifications, improving parent communication
Streamlined Hiring Process
- Faster credential verification, reducing hiring delays
- Automated hiring decisions, ensuring compliance with district policies
Ready to Transform Your Operations?
If your organization is looking to enhance operational efficiency, automate compliance tracking, and improve real-time data insights, contact M2 today to see how our solutions can help.
