Every workplace has that timeless refrain: “I didn’t know that was in the policy.” In Van Buren County, the Finance Department decided it was time to retire that tune.
For years, employees have been expected to read and follow core policies—Mileage, Travel, and P-Card among them—but tracking who had actually read them was more of an art than a science. Enter the Digital Information Department (DID), armed with a form, a spreadsheet, and an unreasonable enthusiasm for automation.
From ‘Did You Read It?’ to ‘Yes, and Here’s the Timestamp’
The new Policy Acknowledgement Form gives employees a single, simple place to review each policy and confirm they’ve read it. No paper sign-offs, no chain emails, no guessing who’s seen what. Each acknowledgement automatically feeds into a connected tracking sheet that Finance can open in Excel and refresh at will—no IT tickets required.
The system is built on Jotform, Google Sheets, and Power Query, a trio that sounds humble until you see how smoothly it works. It’s lightweight, auditable, and quietly powerful—like a Prius for policy compliance.
Small Tool, Big Impact
The benefits are immediate: Finance can see who’s acknowledged which policies without chasing signatures, and staff can complete their acknowledgements in minutes. The new setup not only reduces administrative time but also brings a measure of accountability that’s been missing in the “I didn’t know” era.
It also opens the door for future training enhancements—think short video overviews, quick-reference cheat sheets, or even embedded knowledge checks—turning policy review from a chore into a learning moment (or at least a shorter chore).
Why It Matters
The project may not involve AI or machine learning, but it solves a deeply human problem: keeping everyone on the same page, literally. And it proves, once again, that sometimes the best innovation in government is a well-designed form that actually gets used.
Because while ignorance of policy may not be an excuse, making the policy impossible to ignore is a pretty good start.
