✍️ Virtual Signatures for Inspections

April 09, 2025

By Ted Steinmann

Project Summary: Virtual Inspections

As Product Manager, I guided the design, development, and rollout of the Virtual Inspections capability for a License Management platform. This initiative was driven by the need to modernize inspection workflows, especially in response to the COVID-19 pandemic, and to address client requirements for remote, efficient, and compliant inspection processes.

🎯 Key Contributions & Outcomes

  • Feature Design & Implementation:
    Led multi-phase development of Virtual Inspections capability, enabling inspectors to choose virtual or in-person workflows on inspection checklists. The solution consisted of an automated correspondence system that sent unique document links and an attached copy of the inspection to primary contacts allowing users to receive and validate checklists without needing print outs or other physical artifacts or direct contact.

  • Workflow Automation & Triggers:
    Developed automated triggers and workflow enhancements to track the status of virtual signatures, update inspection statuses (e.g., "Pending Signature," "Complete"), and ensure that all required sign-offs are captured and auditable. This reduced manual follow-up and administrative overhead for both agency staff and inspectors.

  • Reporting & Auditability:
    Enhanced reporting tools to clearly distinguish between virtual and in-person signatures, supporting compliance and providing reliable audit trails. Added new fields and flags to inspection records and reports, making it easy for system administrators to monitor adoption and ensure traceability.

  • Stakeholder Engagement & Iterative Improvement:
    Collaborated closely with state agencies (notably the Michigan Department of Health and Human Services), gathering feedback, refining requirements, and ensuring the solution addressed real-world pain points—such as the inefficiency of manual signature collection and the need for timely application approvals.

📅 Timeline

  • Project Initiation: March 2023 (feature concept and initial requirements)
  • Phase 1 Release: Late 2023 (core virtual inspection and signature collection)
  • Phase 2 Enhancements: August 2024 – April 2025 (advanced triggers, reporting, and workflow automation)
  • Ongoing Improvements: Through 2025, with continued stakeholder engagement and feature refinement

Categories: projects

Tags: product-management, government