Agency Implements Evoke to Streamline and Eliminate Paper Processes
System Automation, the leading regulatory management solution provider to state agencies, is proud to announce the successful implementation of the Evoke platform to modernize the Kansas Board of Nursing’s investigative and disciplinary operations.
Already a long-term licensure system customer of System Automation, the Kansas Board of Nursing expanded its partnership by undertaking the modernization effort to address long-standing challenges tied to paper files, spreadsheets, manual coordination of investigations and administering disciplinary actions. Prior to the transition, evidence and case information were fragmented across systems, reporting required significant manual effort, and leadership lacked timely visibility into case activity and trends.
“We were drowning in spreadsheets and paper files,” said Adrian Guerrero, Director of Operations at the Kansas Board of Nursing. “That made it difficult to track information consistently or respond quickly to requests for data.”
Prior to modernization, investigative files at the Kansas Board of Nursing were managed through a color-coded paper system that relied on physical files and manual organization. Different document types were tracked using various paper colors and stored across filing cabinets and offices, making it difficult to maintain consistency or quickly locate information. As cases accumulated, paper storage consumed significant physical space. By transitioning to a centralized digital system based on the Evoke platform, the Kansas Board of Nursing was able to eliminate large volumes of paper files and reclaim enough space to convert a former file storage area back into usable office space.
System Automation worked closely with the Board to implement Evoke in a way that aligned with existing investigative and disciplinary workflows. The project began by reviewing current processes and data structures, including an internal database already in use, and using that foundation to configure workflows, data capture, and reporting within the Evoke platform.
“Across nearly six decades of working with regulatory agencies, we have seen that successful modernization depends on respecting how agencies operate,” said Charles Rubin, President of System Automation. “Technology must support the work agencies are accountable for, both today and over the long term.”
Security and compliance were addressed as part of the implementation. During an active cybersecurity audit, the Kansas Board of Nursing relied on Evoke’s SOC 2 and GovRAMP alignment, multi-factor authentication, and security documentation to support audit readiness and leadership confidence.
“What stood out during the project was the collaborative approach,” Guerrero added. “When we raised questions or new requirements, the response was always focused on finding a workable solution.”
Since going live, the Board has begun to see measurable improvements across operations, including successful adoption of online complaint submission by external risk managers, centralized access to case information and evidence, reduced manual file transfers and physical storage, streamlined board preparation through a digital board portal, and improved security posture through system consolidation.
“The system is working the way we hoped it would,” said Linda Davies, Practice Specialist for the Kansas Board of Nursing. “It supports the work more reliably and gives us a stronger foundation as we continue to modernize.”
System Automation continues to partner with the Kansas Board of Nursing as the agency builds on this foundation. Planned next stages include expanded reporting and dashboards, broader stakeholder access, and moving the Board’s entire licensing enterprise into Evoke to create a more comprehensive and connected regulatory ecosystem.
Learn more about Evoke, or schedule a complimentary discovery session.
About System Automation
System Automation is the leading regulatory management provider to state regulatory agencies, partners, and approved resellers nationwide. Evoke, the company’s SaaS low-code application platform (LCAP), empowers agencies to quickly and easily launch fail-safe enterprise regulatory systems tailored to their unique business processes. With 30 years of expertise and leadership in supporting licensure, inspections, and regulatory management, System Automation focuses on efficiency, transparency, and user experience to empower agencies to effectively achieve their regulatory goals.
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About the Kansas Board of Nursing
The Kansas Board of Nursing’s mission is to protect and promote the welfare of the people of Kansas. For updates and information, visit the website.
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