Case Study: City of Overland Park reduces quarterly reporting from 7–8 days to 1 day with Xakia

The City of Overland Park, KS use matter management to track its workload and simplify its reporting process

The City of Overland Park, KS, the municipal government serving nearly 200,000 residents, struggled with manual matter tracking in its Legal Department—paper lists, limited visibility into colleagues’ work, missed deadlines, and a reporting process that required seven to eight days each quarter. The civil division (five lawyers and two administrators) needed a centralized, auditable way to capture work and simplify mandatory reporting.

The Legal Department implemented Xakia’s modern matter management system as a central repository to track matters, automate reports, and produce workload metrics. Xakia’s solution cut quarterly reporting time from 7–8 days to one day, improved visibility for weekly division reviews, and enabled process changes—like updated contract templates and a contract self‑help tool—that reduced lawyer review time and improved service to internal clients.

City of Overland Park

Michael Koss

Deputy City Attorney