Meet the Client
Natrona County Schools serves Casper, Wyoming, with 28 schools across the district. The organization employs over 2,200 full-time staff members and more than 3,000 support personnel. Budget cuts swept through Wyoming over recent years, creating a ripple effect that hit every school district hard. For Natrona County Schools, the challenge was clear: do more work with fewer hands while keeping student services running at full capacity.
Daily Detour: Simple Paperwork is a Multi-Week Marathon
Staff members were drowning in paper. A single supplemental pay form for coaching or field trips could take weeks to process. Forms started at one of 28 schools, then traveled through multiple approval chains before reaching central services. The manual routing system meant contracts sat in desk drawers, lost in mail rooms, or buried under stacks of other paperwork. Nobody could see where a form was in the approval process.
HR staff juggled annual contracts, professional development requests, and salary upgrades using the same slow paper method. Meanwhile, IT couldn’t respond quickly to technology requests or support tickets. Everything required physical signatures and manual delivery. Staff spent hours tracking down forms instead of focusing on students. The paper chase was exhausting, inefficient, and impossible to sustain with reduced headcount.
About our Client
CLIENT NAME:
POPULATION:
28 School sites with est. 12,000 students
SOLUTIONS:
The Solution: Digital Workflows Built for Real School District Needs
Natrona County Schools partnered with a Laserfiche solution provider to replace paper processes with intelligent digital workflows. The district started with their most time-consuming process: supplemental pay contracts for extracurricular activities. Staff at any school location can now complete a custom digital form that auto-populates employee information through a database lookup. Once an employee enters their ID number, the system fills in the rest.
The form routes automatically to the right people for approval. Building administrators receive instant notifications. District office staff can process payments without waiting for paper to arrive. Most importantly, administrators can view exactly where each form sits in the workflow. Bottlenecks become visible and actionable instead of mysterious and frustrating.
Beyond supplemental pay, the district digitized HR processes including annual contracts, professional development approvals, employee job changes, separation documents, exit interviews, and leave requests. Their IT department created digital support request forms and onboarding technology requests. The Laserfiche training team worked directly with district staff to ensure everyone could use the new system confidently.
Integration with PowerSchool, their enterprise management system, created seamless data flow between platforms. Staff didn’t need to learn entirely new systems or enter data twice. Instead, the two platforms worked together to reduce overhead and speed up processing across HR and accounts payable. Laserfiche customer support remained available throughout implementation and beyond, ensuring the district could tackle new automation projects independently.
The Results: From Weeks of Waiting to 24-Hour Turnaround
When Speed Meets Accuracy, Everyone Wins
Processing times dropped dramatically. Supplemental pay contracts that once took weeks now complete in under 24 hours from submission to payment setup. Staff no longer waste time hunting for lost paperwork or checking on form status. The dashboard shows real-time progress on every submission.
HR and IT departments operate with significantly fewer manual tasks, freeing staff to focus on strategic initiatives instead of paper shuffling. Forms reach the right people instantly rather than sitting in inter-office mail for days. Error rates decreased because automated lookups eliminated manual data entry mistakes.
Director of Human Resource Development Jeff Brewster sees the potential clearly: “We have many new processes we are looking to digitize over the next few years. Any paper processes we have will ultimately transform into a Laserfiche Forms Workflow.”
The district proved that tight budgets don’t have to mean accepting inefficiency. Digital automation through Laserfiche partners delivered measurable time savings, improved visibility, and better staff experiences. As Natrona County Schools continues identifying processes to automate, they’re building a foundation for sustainable operations that can weather future budget constraints while maintaining excellent service to students and staff.