Challenges

Before implementing Polimorphic the municipal staff relied on email, phone calls, and manually passing cases around to collaborate between departments.  There was no system in place for tracking.  As Borough Administrator Chowdhury explained, "Before the process relied heavily on email and maybe the clerk had to make a copy and carry a piece of paper downstairs to the Police Department and get them to sign for a roll off dumpster."

This paper-based process made it time-consuming for staff to communicate and pass information back and forth. Physical handling and transporting of files between departments took up valuable time. There was also potential for requests or paperwork to get lost or misplaced during the manual handoffs.

Real-time communication and data tracking was difficult without a centralized digital system. Staff lacked visibility into the status of requests as they moved through different steps of approval and processing. The paper-based system also made it harder to monitor productivity and identify areas for improvement.

Solution

The Polimorphic system has significantly improved collaboration among municipal staff. Users now receive email notifications when a new request requires their attention, and the case automatically appears on their personal dashboard of tasks. This streamlines communication and ensures tasks are addressed efficiently.

Outside contractors use the platform to log in remotely and fill out required information like cost estimates. Real-time data tracking provides leadership visibility into workflows. Staff can easily relay status updates to elected officials from anywhere, answering questions quickly without having to make multiple phone calls.

The centralized digital platform eliminates paper-based handoffs between departments. Requests are centrally housed and visible to all appropriate parties at every step. This level of transparency fosters better teamwork and accountability. Staff no longer have to physically locate paperwork or chase down answers, allowing them to focus on serving residents.

Polimorphic allows staff to quickly and easily answer questions from elected officials directly from the digital dashboard and seeing the case status without making multiple phone calls. This real-time data access saves substantial time previously spent gathering information.