Background

Faith-centered and Family-Owned, Legacy Senior Living offers premier Senior Living, Assisted Living, and Memory Care facilities for seniors. Legacy Senior Living has expanded to seven states in the Eastern United States since 2006, and it is committed to continuing its service to residents, families, cities, and local communities.

The Challenge

We spoke with the VP of Asset Management at Legacy Senior Living, Blake Ray, about the organization’s challenges before implementing workflow automation. Blake’s role includes managing the organization’s capital expense requests and approval processes. These processes were the main challenges for the team.

The processes were previously done by scanning paper documents and sending email attachments for approval. When dealing with paper-based processes, keeping track of all the necessary documentation and ensuring it’s all filled out correctly is difficult. “Many times, the emails would get lost, or the scanned signature packets would be incomplete,” says Blake. With these challenges in mind, Legacy Senior Living was looking for:

• A product to organize their paper-based CapEx processes.

• Be able to decrease their paper consumption and digitize their processes.

• A way to quicken process approval times.

• A platform to be a single location for making requests.

Why Nutrient Workflow?

Given the challenges faced by the organization, it became clear that a new solution was necessary. Realizing the need for change, Blake started looking for platforms to address their problems and difficulties. During the initial research phase, they found Nutrient Workflow could be a potential fit. Blake told us, “As soon as we completed the demo, we knew this was the product for us.”

Nutrient Workflow has all of the capabilities that the team was searching for. Nutrient Workflow enables organizations to go paperless by digitizing all their documents. This reduces process times, resulting in faster approval cycles. This is accomplished through a single location, ensuring a seamless user experience.

Implementation

To say that implementation has gone well for Legacy Senior Living would be an understatement. From the beginning, it was clear that Nutrient Workflow could streamline any approval process Blake and the team wanted to build.

Legacy Senior Living collaborated with our Customer Success team during the initial training, but Blake was able to grasp the platform and make significant progress quickly. The platform is designed as a low-code/no-code solution, so it doesn’t require any coding or IT background to build into the system. They were able to get their first process constructed and implemented in less than two months.

Also, during the implementation phase, it became clear to the team how much is possible with Nutrient Workflow. The initial need for a CapEx approval workflow could be met almost immediately, and the doors opened for future possibilities.

What They’ve Built

The first process the team needed to build was their Capital Expense Approval Process, which is now up and running.

“Nutrient Workflow replaced that broken system with a seamless solution that keeps it all in a single location.” Blake Ray, VP of Asset Management.

This process includes tasks such as approvals for major purchases, repairs, replacements, and capital upgrades. Typically, 20-25 users work in this process monthly. This process is used organization-wide to submit all CapEx requests for each location. For example, if a building wants to replace the flooring or an HVAC system, they will submit the proposed bids, and it will be routed to the appropriate regional person based on the rules in the process.  

Here is what Blake has created in the platform that is running for the organization:

Other than the CapEx process, the team is working on some other approval processes, those being:

• New Vendor / Contract Review

• Payroll Quarterly Bonus Approval Forms

Results

Blake has shared that the results of using Nutrient Workflow have been great. Although the organization did not track key performance indicators (KPIs) or cycle times before using Nutrient Workflow, they have received positive employee feedback. 

“Our end users and approvers love using Nutrient Workflow. It has fixed a broken system and made the process significantly quicker.” Blake Ray, VP of Asset Management

What’s Next?

Nutrient Workflow has officially been rolled out for the CapEx approval processes across the organization. Next, multiple approval processes are currently being worked on, such as the new vendor and contract review process and the payroll bonus approval process. As the organization grows, the options for what they will “Nutrient Workflow next” are endless.