Challenge 

For more than four decades, the Otter Tail Water Management District (OTWMD) has played a critical role in protecting water quality across its service area in west-central Minnesota. The District was originally established to address failing septic systems that were contributing to water quality degradation in area lakes and waterways. Since its inception, OTWMD has maintained extensive records related to septic systems, inspections, property owners, compliance activities, and ongoing communications with residents. 

Over time, the District’s operational data became increasingly reliant on an aging database and legacy software environment. While the system had served the organization for many years, district staff recognized the need for a modern solution that could centralize information, improve operational efficiency, and provide a scalable platform for future growth. 

Solution 

OTWMD selected RTVision’s OneOffice platform to modernize and streamline its septic management program. 

By leveraging RTVision’s OneOffice platform, organizations can configure applications that fit their unique business processes without the cost and complexity of traditional custom software development. As needs evolve, workflows, forms, letters, and reports can be adapted quickly while remaining part of a single, connected platform. 

Using OneOffice, the District can establish a centralized system for managing: 

• Parcel and property information 

• Septic inspection records 

• Compliance tracking 

• Homeowner communications 

• Document management 

• Workflow management 

• Reporting and project oversight 

The implementation created a single source of truth for all septic program activities, eliminating the need to maintain information across multiple databases, spreadsheets, and paper files.

Consolidated Information Management 

OneOffice enables staff to access parcel information, inspection history, correspondence, documents, and project activities from a single platform. This reduces time spent searching for information and improves overall visibility. 

Automated Homeowner Communications 

The District can automatically generate letters and notifications using property and inspection data stored within the system. Standardized templates help ensure consistency while significantly reducing administrative effort. 

Improved Inspection Tracking 

Inspection activities can be scheduled, documented, and tracked through completion. Staff have immediate access to historical inspection information and compliance status for each property. 

Modern Replacement for Legacy Systems 

OTWMD selected a modern, cloud-based platform that not only adapts to changing regulatory requirements and operational needs but also integrates seamlessly with GIS and other business applications to eliminate data silos. 

Low-Code Flexibility 

OneOffice’s low-code architecture enables OTWMD to design and adapt workflows, forms, and business rules to match its unique septic management processes. This flexibility allows the District to continuously refine operations as requirements evolve without relying on heavy development resources. 

Looking Forward 

Protecting water quality requires accurate information, consistent communication, and efficient management of thousands of property-related activities. By modernizing its septic management processes with OneOffice, the Otter Tail Water Management District is positioning itself to continue its mission of protecting area lakes and waterways while improving service to property owners and reducing administrative burden on staff.