Meet the Client
San Joaquin Regional Transit District (RTD) serves residents across Stockton, Lodi, Tracy, Manteca, and surrounding communities. Their fleet of buses provides essential transportation links for thousands of riders daily. People depend on RTD to get to work, medical appointments, school, and shopping.
Behind the scenes, RTD employs bus operators, mechanics, dispatchers, and administrative staff who keep the system running. The agency manages complex operations, including route scheduling, vehicle maintenance, human resources, procurement, and financial administration.
Five years ago, their internal operations couldn’t keep pace with customer demand. Filing cabinets overflowed. Paper processes created bottlenecks. Staff spent hours on manual tasks instead of focusing on service improvements.
Their team knew something had to change to better serve their community.
Daily Detour: When paper slows everything to a crawl
The operations team collected 100 physical timesheets from bus operators six days each week. Managers had to inspect each one manually, correct errors by hand, scan them into OneDrive, and then manually enter data into payroll software.
HR struggled with onboarding and offboarding paperwork. Finance dealt with invoice approval bottlenecks. Nobody could find documents quickly. The cost in staff time was enormous.
“We were spending thousands of hours per year on tasks that technology could handle better,” one manager noted.
The Solution: Digital forms, smart workflows, and system integration
MCCi built three core capabilities for San Joaquin RTD:
HR Repository: Forms Essential, Connector, Starter Portal (Weblink), and LFDS created a functioning digital employee file system. Onboarding and offboarding became searchable and accessible. The HR department alone saves approximately $8,000 annually.
System Connectors: Two-way integrations between Laserfiche and both accounting and HRIS software automated workflows for onboarding paperwork, invoice approval, timesheet submission, credit card reconciliation, incident reporting, and contract management. These connectors save an estimated $32,000 per year.
Digital Timesheets: Bus operators now submit timesheets digitally using Forms. The system auto-calculates hours and routes approvals to managers. Once approved, files store automatically in employee records. The final integration with payroll processing through the SDK tool is currently in development.
The Result: Real savings, measurable efficiency gains
San Joaquin RTD now forecasts annual savings exceeding $40,000 directly linked to their Laserfiche implementation. Managers recover hours of productive time. Staff find documents in seconds instead of searching through filing cabinets. Errors decrease because automation reduces manual data entry.
The operations team will save countless hours once digital timesheets are fully launched. Six days per week, 100 submissions will be processed automatically, eliminating the need for manual review, correction, scanning, and data entry.
Seven departments now operate more efficiently. The agency continues expanding Laserfiche usage to automate additional processes.