Policies Plus Case Study

Streamlining workflows for efficiency and enhanced individual productivity.

The Project

Policies Plus, a title insurance company, struggled with inefficient manual processes - sorting through documents, retyping data from PDFs, and navigating inconsistent templates across multiple agencies. Without a centralized system, agents faced frequent errors, redundancies, and compliance risks.

I was brought in to design and develop a custom web application that streamlined the complex, multi-step workflow of generating title policies. The result was a universal, intuitive interface that adapts to varying policy types, agency needs, and document formats - reducing errors, improving speed, and bringing consistency to the entire operation.

PoliciesPlus Document Generator Desktop Application

The Challenge

To streamline policy creation, I first needed a deep understanding of the entire process—from data collection to final distribution.

What I uncovered was a highly complex, multi-step workflow with countless variations, each requiring its own specific set of data points.

Manual process was convoluted and redundant

The absence of structure led to redundancy, confusion, and a high potential for error.
Learning the policy process through detailed note-taking, I uncovered key pain points and streamlined the workflow by organizing steps into a modular hierarchy—eliminating clutter and enhancing the user experience.

I began by documenting every possible scenario and requirement, building a comprehensive inventory of data inputs.

From there, I identified reusable elements and organized them into a hierarchy of conditional fields.

The goal was a minimalist interface dynamically displaying items only if needed.

The goal was to design an interface that began with only the universally required fields and dynamically expanded based on the user's selections.

This approach kept the interface clean and intuitive, minimizing cognitive load while accommodating all variations within a single, unified workflow.

The Solution

I designed and developed a custom web application using primarily PHP, JavaScript, and MySQL to streamline the entire policy creation process.

The system was built to automate repetitive tasks, reduce errors, and intelligently reuse data, significantly improving efficiency and accuracy

I designed a custom web application to handle various entities and automate document production

The platform supports three user roles

- Agents, Editors, and Administrators -

Each with a tailored set of tools within the same cohesive interface:

  • Agents can submit policy requests using a simplified form. Their agency data is preloaded via their user profile, minimizing redundant input and reducing submission time.
  • Editors Editors receive automatic notifications for new requests and are guided through the relevant form options to complete the policy generation process.
  • Administrators manage backend configuration, uploading new document templates using Microsoft Word—a familiar tool for the organization. They can also add and manage entities such as underwriters, agents, and lenders to populate dynamic form options for Editors.
I built a templating system to merge data with documents produced in MS Word - .docx -

To generate policies,

I built a document templating system that evaluates the user's inputs and selections, then assembles the appropriate Word-based templates.

With a single click,

The system generates clean, multi-page PDF documents filled with accurate data—ready for review or delivery.

I created a generator function that would automatically produce official PDF policy documents to exact specifications for any agency

The result was an intuitive, role-aware platform that significantly increased productivity with minimal training required.

Minimalist approach to a complicated process

The system also maintained compliance with industry regulations while ensuring secure, and centralized storage of all generated documents and policy data.

The platform gets smarter as it collects new data objects, processing items into reusable entities, further increasing efficency.

Impact

The implementation of the Policies Plus web application transformed a fragmented, manual workflow into a streamlined, intelligent system:

  • 10x productivity increase by automating redundant tasks and minimizing manual data entry.
  • Drastically reduced errors and inconsistencies, improving compliance and client confidence.
  • Shortened turnaround time for policy generation and delivery, accelerating internal workflows.
  • Boosted user satisfaction with a clean, intuitive interface adopted quickly across all user roles.
  • Improved scalability by centralizing data and creating reusable logic adaptable to new agencies and templates.

10X Increase in Productivity.

Manual tasks automated, freeing up time and reducing workload.

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85% Fewer Errors

Data standardization and automation reduced inconsistencies and compliance risks.

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75% Faster Turnaround

Streamlined workflows dramatically cut processing time.

Key Takeaway

  • A deep understanding of complex workflows is essential to simplifying them effectively.
  • Role-based systems ensure users get only what they need, when they need it—keeping interfaces clean and efficient.
  • Familiar tools (like MS Word) can be integrated smartly to ease transitions and empower non-technical users.
  • Designing for flexibility and reusability leads to sustainable systems that can grow with the business.

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