Focused Forms Training
The Forms Industry in Perspective
Presented by:
Essociates Group, Inc.
Endorsed by:
Business Forms Management Association
Copyright 2005 – Essociates Group, Inc.
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Introductions
Tell us your name, organization,
experience, education, and three
personal things about yourself that
you would like us to know.
Copyright 2005 – Essociates Group, Inc.
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Class Goals
What specific goals do you have
for this class?
Copyright 2005 – Essociates Group, Inc.
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Organization
This is a four day class, organized into
eighteen sections, with quizzes, team
exercises, discussions, and lots on
interaction.
• It delivers a well-rounded understanding of
business forms
• It provides practical information on forms design
• It presents Essociates Group’s approach to forms
• It prepares students for certification
Copyright 2005 – Essociates Group, Inc.
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The Forms Industry
Structure
Associations
History
Current State
Future Scenarios
New Seminal Events
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Structure
 Forms Users, Owners & Form Specifiers
 Forms Managers, Analysts, & Designers
 Paper Forms Manufacturers
 Paper Forms Distributors
 Electronic Forms Producers
 Forms Consultants
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Structure
 Other Manufacturers
•
•
•
•
Commercial printers
Quick printers
Envelope Manufacturers
In-plant printers
 Specialists
•
•
•
•
•
Direct mailers
Stock forms producers
Information System Labels (ISL)
Security printers
Software-compatible forms manufacturers
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Structure
Electronic Forms Producers
•
•
•
•
•
•
•
Software developers
Integrators
Systems developers
Open source
General purpose software providers
In-house Information Technology (IT)
Consultants
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History
 Began with the Industrial Revolution
 Historical Seminal Events
•
•
•
•
•
•
•
Carbon tissue
Mainframe computer printers
All-Points-Addressable (APA) printers
Electronic Print Shop
Personal computers
Electronic Forms
Browsers
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Significant Inventions
•
•
•
•
One-time carbon
Carbonless paper
Bar codes
Magnetic Ink Character
Recognition
• Scanning
(OCR-ICR-OMR-NHR)
• Security paper
• Radio Frequency
Identification (RFID)
• Relational database
technology
• HTML
• DHTML
• XML
• Scripting languages
• Desk-top publishing
(What You See Is What
You Get – “WYSIWYG”
drawing software)
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Current State
 Large, mature industry that is undergoing
a transformation (FormTrac 04 Study)
 Megatrends
•
•
•
•
•
•
•
fewer plies
smaller sizes
one part forms
sheets versus continuous
blank versus preprinted forms
electronic format (paper-optional) and distribution
Web forms
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Current State
 End Users – downsizing, outsourcing, transfer to
IT, more specialized
 Manufacturing – mergers & acquisitions, closings,
more specialization, diversification
 Distributors – Sales versus forms organizations
 eForms – Adobe & Microsoft;
28 + software developers, moving to XML
development; X-form standard
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Future Scenarios
Extrapolate current state
Year “X”
IT Takeover
Radical technological advancements
(New Seminal Events emerge)
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Future Scenarios
Extrapolation
 Loss of industry identity
 Merge with commercial printing
 Emergence of electronic forms
technologies
 Diffusion of forms development into general
business environment
 Loss of forms management as a separate
business function
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Year “X”









Production of most printed products will be digital
Product production will be a commodity
Inventories of printed products become obsolete
Distribution will be digital
Requisition systems become production ordering systems
Print demand will continue to grow
New digital printing technologies will emerge
Digital asset management becomes essential
Intelligent Electronic Forms (IEF) replace Print-onDemand and Fill-and-Print forms
 Requires continued incremental gains only
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IT Takeover
 User acceptance of digital forms becomes
widespread
 Laws and business practices change to
accommodate eForms technologies
 Forms technologies become more complicated
and technical
 Business processes change to become fully online
 Dynamic forms (XML) replace HTML and PDF forms
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New Seminal Events
 Nanotechnology – new RAM
 Ubiquitous wireless networks
 Digital inks
 Flexible, portable substrates emerge
 Low cost, effective voice-to-computer
technology
 Others?
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Introduction to Forms
 The forms profession needs to agree on a
common set of definitions.
 The Canadian General Standards Board
(CGSB) has taken the lead.
www.pwgsc.gc.ca/cgsb/home/index-e.html
 To be successful, standards must be
developed and adopted by an International
standards body.
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Relationships
Form
Document
Record
Forms
Management
Document
Management
Copyright 2005 – Essociates Group, Inc.
Records
Management
20
Definition
Form:



the basic business tool (whether printed or
electronic) for collecting and transmitting
information
the catalyst for getting things done, and
the record of what was done.
Copyright 1986 – Business Forms Management Association
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Definition
 Document
• A document is a container of information.
• The container makes it possible to organize, present,
and manage the information related to an event,
person, or topic.
• The way data are organized and presented in the
container provides meaning and context to the
information.
• A document could be a form, letter, spreadsheet,
memorandum, photograph,
video clip, or report.
• The document can exist in any media.
New York State Office for Technology – EDMS Cookbook
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Comparative Definitions
Form

A form is a specialized document that
contains one or more fields for the capture
and / or display of variable data.
Record

A specific instance of a form is a record.
A document that is unique to a specific
transaction becomes a record.
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Form Types
pForms –
paper, or other physical substrates
eForms –
digital forms used in non-browser environments
iForms –
digital forms used within browsers
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Forms Management
Forms Management –
includes specifications, analysis data,
forms creation, approval management,
user interactions, forms production and
deployment, and inventory management
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Document Management
Document Management –
focus on issues such as searching,
archiving, retrieving, scanning, indexing
and process management
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Records Management
Records Management –
•
•
•
•
•
designation of official records
retention requirements
legal accessibility
destruction authorizations
storage and archiving methods
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Document Hierarchy
DOCUMENT
e-Mail
RECORD
FORM
Report
RECORD
RECORD
RECORD
. . . etc.
Statement
RECORD
RECORD
RECORD
Document Management
Forms Management
Records Management
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Associations
 Business Forms Management Association
www.bfma.org
(BFMA)
 Document Management Industries Association
www.dmia.org
(DMIA)
 AIIM International
www.aiim.org
www.arma.org
- The ECM Association
 ARMA International
 The Association for Work Process Improvement
www.tawpi.org
(TAWPI)
 North American Security Products Organization
www.naspo.info
(NASPO)
 . . . and others
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Four Elements of Every Form
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Four Elements of Every Form
 INTENT
- justification for the existence of the form
 CONTAINER
- physical layout of data capture vehicle
 DATA
- variable information captured on the form
 IMAGE
- interface among users, data and systems
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Intent
Elements of Intent
•
•
•
•
•
Business Functions
Business Systems
Workflow Analysis
Workflow Tracking
Business Rules
• Forms Workflow
Considerations
• Cost Analysis and
Return on Investment
(ROI)
• Documentation
Copyright 2005 – Essociates Group, Inc.
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Intent:
Business Systems
Business Functions
 All businesses have the same ten basic functions.
Business Forms Handbook – 5th Edition
 These functions exist to some degree in every
organization.
 It is useful to classify forms as to the primary
business function they serve.
 These functions are divided into three cycles –
Accounts Receivable, Accounts Payable and
Accounting.
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Intent:
Business Systems
Accounts Receivable Cycle
 The Accounts Receivable Cycles begin
with marketing and sales activities
 Once sold, goods and services must be either
produced or purchased for resale
 Goods and services are then delivered
and billed
 The final step is collection and deposit
of the money
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Intent:
Business Systems
Accounts Payable Cycle
 All organizations purchase goods and services
to be resold or consumed.
 Purchased goods and services are received.
 Physical goods (and electronic goods) are stored.
 The money is disbursed via A/P.
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Intent:
Business Systems
Accounting
 The term “accounting” is used to describe all the
activities that enable the business to operate.
 Accounting includes financial accounting as well as
legal, human resources, administrative and shared
services, and information technology.
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Basic Functions of Business
SELLING
PRODUCTION
Sales Order /
Source Documents
Instructions for
Filling Orders are
Issued
SHIPPING
Goods Packed and
Shipping Records
Prepared
Purchase Request,
Quotations & Purch.
Order Issued
Accounts
Receivable
Cycle
BILLING
Invoices from
Shipping and
Production Records
PURCHASING
Production Order
Bill of Lading
Invoice
Statement
A
C
C
O
U
N
T
I
N
G
Accounts
Payable
Cycle
RECEIVING
Goods Received,
Inspected
and Recorded
STORING
Purchase Requisition
Receiving Report
Material Requisition
Voucher Check
ACCOUNTS
RECEIVABLE
Goods Stored or
Sent to Production
Departments
ACCOUNTS
PAYABLE
From Invoicing
Records
From Purchasing &
Receiving Records
ACCOUNTING
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Intent:
Business Systems
Primary Business Systems
 Although there are standard business systems, most
organizations customize them according to their need.
 Identifying the Primary system a form serves will facilitate
analysis functions at a later date, particularly as mergers,
acquisitions, multiple locations, etc. occur and forms begin to
proliferate.
 Many forms serve multiple business systems and it usually
makes a lot of sense to design them accordingly.
(For example, a multi-part Purchase Order may also serve as a Sales Order, a Receiving document, as
Authorization for Payment. Its primary business system, however, is Purchasing.)
Copyright 2005 – Essociates Group, Inc.
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Intent:
Business Systems
Secondary Business Systems
 Identifying one or more Secondary business
systems served by the form can also help when
doing analysis.
 Secondary business systems can identify
opportunities for combinations
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Intent:
Workflow Analysis
Workflow and Process Analysis
 Workflow analysis examines multiple processes.
 Process Analysis examines each of the processes
within a workflow.
• Example:
Purchasing workflow may include several processes -requisitioning, bidding, contracting, vendor management,
and more
Copyright 2005 – Essociates Group, Inc.
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Intent:
Workflow Analysis
Steps in Workflow Analysis - 1
 Define the Project
 Identify Available Resources
 Formalize the Analysis Project Plan
 Examine Current System Documentation
 Conduct Interviews
 Observe the Process(es)
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Intent:
Workflow Analysis
Steps in Workflow Analysis - 2
 Prepare Work Measurement Records,
Flow Diagrams and Decision Tables
 Develop and Present Recommendations
to Management
 Design & Deploy the Appropriate Forms
 Implement the System
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Intent:
Workflow Analysis
Steps in Workflow Analysis - 3
 Document the Results
 Evaluate the Modified System
 Get Ready for the Next Project!
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Intent:
Workflow Analysis
Forms Workflow Considerations - 1
 Pre-processing Requirements
 Post-processing Requirements
 Filing, Retrieval and Retention Requirements
 Signature Requirements
 Copy Distribution
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Intent:
Workflow Analysis
Forms Workflow Considerations - 2
 Status Notification
 Security and Privacy
 Legal / Regulatory Review
 Data Collection Methods
Copyright 2005 – Essociates Group, Inc.
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Intent:
Workflow Analysis
Project Management Tools - 1
Gantt Charts
•
a horizontal bar chart graphically illustrating a schedule that helps
plan, coordinate and track specific project tasks
PERT Charts
•
Program Evaluation and Review Technique – defines, schedules,
organizes and coordinates objective project achievement steps
Pareto
• Focus: Most problems (80%) are caused by few factors
(20%)
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Intent:
Workflow Analysis
Project Management Tools - 2
Graham Flowcharts
•
Form-based process charting – provides visual representation
of the workflow or process
Microsoft Project and Visio
•
Commercial Software used to create flowcharts
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Intent:
Workflow Analysis
Flowcharting - 1
List all the steps taken and their sequence in
the process
Confirm that actions taken and their
sequence is appropriate
Indicate intersections/conflicts with other
processes
Specify where decisions are required
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Intent:
Workflow Analysis
Flowcharting - 2
Identify progress delay points and
unnecessary steps
Determine where the flow may be
improved / streamlined
Measure elapsed time and wait time
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Intent:
Workflow Analysis
Business Rules
Business rules control and limit
processes
They are generally implemented in
the form itself
Techniques are available that can
enforce the rules to the user
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Intent:
Workflow Analysis
Business Rules
Result in form design modifications to implement / support the rule
 Form Uses, Deployment and Access
 Logical Choices / Logic Branches
 Error Detection and Correction
 Standards – Fonts, Colors, Captions
 Logo / Image Controls
 Filing Methods
 Print Choices
 Completed Form Retention
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Intent:
Workflow Analysis
Selecting the Best Alternatives
Examine the Improved Workflow
 Develop Alternative Solutions
 Select the Best Alternative, one that
• Reflects an Improved, Smooth Workflow
• Results in Effective Business Results
• Promises the Highest Efficiency
• Delivers Success at the Lowest Cost
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Intent:
Workflow Analysis
Example - 1
Accounts Payable:
Multi-national company
Process: 18,000 A/P Checks per month
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Intent:
Workflow Analysis
Example - 2
Problem:
9% of all checks cannot be processed
without manual intervention to resolve
missing or incomplete data (1600/month)
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Intent:
Workflow Analysis
Example - 3
Problem:
Additional costs include wasted time in
divisions to get answers, delays to vendors,
lost discounts, inaccurate customer billings
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Intent:
Workflow Analysis
Example - 4
Analysis:
All manuals (rejects) average 30 minutes
each to resolve (800 hours/month)
Wage rate = $27. per hour = $21,600. per
month, or $259,200. per year
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Intent:
Workflow Analysis
Example - 4
Analysis:
 Most missing data caused by improper or missing
contract numbers, pricing, account codes, and
freight charges
 All data is in Contracts Database, not easily
accessible to Divisions
 Procedures and account numbers not adequate,
available, or cross-referenced
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Intent:
Workflow Analysis
Example - 5
Solutions:
Develop updated procedures manual and
post on intranet.
Provide an iForm, tied to Contracts database
Add edits, with required fields for user input
Provide training to Division A/P coordinators
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Intent:
Workflow Analysis
Results
Reduced errors by almost 50%
Savings totaled $125,000 annually
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Intent:
Workflow Analysis
Security
Three Levels of Security
Access to System (logon)
Access to Form
Access to Specific Information on the Form
Copyright 2005 – Essociates Group, Inc.
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Intent:
Workflow Analysis
Signature Requirements
More an issue with Electronic Forms
than with Paper Forms
When are Signatures required?
What level of Security is needed?
Electronic Signature Techniques
Standards Evolving?
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Intent:
Workflow Analysis
Status Notification & Copy Distribution
Routing requirements (Procedures)
Who Needs Actual Copies?
Timeliness or Notification
Relationships to Security
Relations to Signatures
Workflow Tracking and Reporting
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Intent:
Workflow Analysis
Miscellaneous Requirements
Legal
•
Review, Approval, Regulatory Agency Filing, Various State
Versions, Compliance with OSHA (etc.), Section 508
Filing
•
Where, When, By Whom, Filing System, Substrates, Indexing
Retention
•
Period, Costs, Access Rate, Role of Records Manager
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Intent:
Workflow Analysis
Miscellaneous Requirements
Selecting the “form” of the Form
Keep Forms Digital as long as possible
Inefficient if “go to paper” is too early
Form / Label Combinations
Bar Codes, MICR, OCR, Keyboard Entry
Electronic Forms: the paper form metaphor
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Intent
Intent Links
Electronic Signatures
www.silanis.com
www.entrust.com
Miscellaneous Requirements
www.ccpac.ca
(Canadian public accountability)
www.w3.org/WAI/policy/#Canada
(Canadian Human Rights Act of 1977)
www.verisign.com
www.nagara.org
(National Association of Government Archives
and Records Administrators)
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Intent:
Cost Analysis & ROI
Acquisition of Hardware and Software –
Calculator
Old Process vs. New Process
(Process Analysis) – Calculator
Current State vs. Future State
(Project Analysis) – Calculator
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Intent:
Cost Analysis & ROI
Software and Hardware Acquisition
Determine up front Costs for Purchase or
Lease (Year 0)
Estimate annual Maintenance, Upgrade and
new Licenses Costs
Estimate Benefits, including Productivity
Gains, for future years. Remember, Cost
Avoidance can be claimed in each year.
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Intent:
Cost Analysis & ROI
Old Process vs. New Process
 Elapsed Time for the process (People Time)
 Equipment Cost
 Software Cost
 Support and Training Cost
 Forms Production Cost
 Cost of New People Needed
 Other Measurable or Obvious Costs
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Intent:
Cost Analysis & ROI
Project Return on Investment
Weigh Costs of New Process against
Costs of Old Process
Add in Expected Benefits
Develop a Framework for Capturing Costs
Remember the Hoover Commission
Iceberg Analogy
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Intent:
Cost Analysis & ROI
From 1955 – “The Iceberg”
Hoover
Commission
Report
“For every dollar spent
to buy a form, it will cost
twenty dollars to use that
form.”
That’s a Ratio of 20:1
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Intent:
Cost Analysis & ROI
Current State vs. Future State
Measure Cost of Current Form, including
fixed costs (printing) and variable costs
(productivity)
Estimate the same costs for the new form
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Intent:
Cost Analysis & ROI
Example - 1
 A national manufacturer uses 2,500 Employment Applications
per year
 Paper form is distributed to each of eight plants as it is printed
 The form changes annually, with unused forms discarded
 Applicants complete the form at the plant. It is reviewed and
sent to Corporate for data entry.
 Data are compiled to report on hiring goals and activities.
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Intent:
Cost Analysis & ROI
Activity-based Costing
 Defining activities and outputs of specific
activities
 Tracing resources to activities
 Tracing activities to determine costs of
products / services
 Identifying cost drivers of non-value-added
activities
 Eliminating non-value-added activities
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Intent:
Activity-based Costing
Traditional View of Costs
 Salaries
$267,000.
 Benefits
59,000.
 Postage
17,000.
 Supplies
18,500.
 Telephone
12,000.
 Equipment
6,500.
 Travel
3,000.
 Miscellaneous
4,000.
 Total Budget
$387,000.
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Intent:
Activity-based Costing
Process View of Costs
 Receive Orders
 Resolve Errors
$161,499.
119,797.
 Generate Confirmations
85,006.
 Answer Inquiries
19,212.
 Generate Reports, Mgmt.
 Total Budget
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2,329.
$387,000.
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Intent:
Activity-based Costing
Obvious Focus for Reduction
Resolve Errors
Causes, Results, Actions, Solutions
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Intent:
Tracking Workflow
 Setting up an Analysis Database
• Provide information as to “how” a form is used
• Store information for next review
• Elements of an Analysis Database
 Establish a Review Date
 Forms Review Methods
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Intent:
Tracking Workflow
Drivers
• Macro
• Scheduled (reorder)
• Ad Hoc
Workflow Software
• FileNet (Shana)
• Movaris
www.filenet.com
www.movaris.com
• PureEdge (IBM)
www.pureedge.com
• Verity (Liquid Office)
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www.verity.com
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Intent:
Tracking Workflow
Documentation
 Every Major Business System should have
Workflow Documentation, including a detailed
flowchart, updated every five years or when
changes are implemented
 Forms Analysis Database should be updated
daily as changes are identified
 Project Tracking is recommended for all
projects – agree on cost savings achieved
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Intent:
Information Resources
 Adobe Systems
www.adobe.com
 AIIM
www.aiim.org
 ARMA
www.arma.org
 BFMA
www.bfma.org
 Canadian General Standards Board
www.pwgsc.gc.ca/cqsb
 Cap Ventures, Inc.
www.infotrends-rgi.com
 DMIA
www.dmia.org
 Enformation Central
www.essociatesgroup.com
 TAWPI
www.tawpi.org
 The Ben Graham Corporation
 Robert Barnett and Associates
www.worksimp.com
www.rbainformationdesign.com.au
 Xplor International
www.xplor.org
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Test of Knowledge
Quiz Time
Sample Workflow Exercise
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Container
Outline
Definitions
Usability Elements
Drawing Techniques
Design Analysis
Container Structure
Design Elements
Design Process
Design Software
Restrictions and
Qualifiers
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Container
Definitions
Forms Analysis
the systematic execution of those steps necessary to assure that

productivity is increased in preparation, use, filing and retrieval;

the total number of forms within the system is minimized;

data element relationships are apparent through consistency and adherence to
standards;

the effectiveness of the entire system, as well as the individual form, is
enhanced; and

the resulting business tool communicates.
Copyright 1986 – Business Forms Management Association, Inc.
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Container
Definitions
Design Analysis
in addition to resulting in the design layout,

increases productivity by creating a basic business tool which
is self-instructive,

encourages cooperative response,

provides for easy entry of data,

reduces the potential for error,

facilitates use of the information, and

enhances the organization’s image.
Copyright 1986 – Business Forms Management Association, Inc.
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Container
Definitions
Design Analysis
 the process of developing design and layout
elements based on the workflow requirements
 This process examines tools and techniques
available to the designer that solve the problems
identified in the workflow.
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Container:
Design Process Steps
Analysis (intent)
Beta Testing
Design Analysis
Modifications – re-proof
Develop Draft – Proof
User Testing
Alpha Testing
Modifications – re-proof
Modifications – re-proof
Deployment
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Container:
Life Cycle of a Form
Steps (Life Cycle of a Form)
Using (usability)
Reading
Writing
Filing
Transmitting
Archiving and Retrieving
Let’s look at each of these elements.
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Container:
Life Cycle of a Form
Usability Elements - 1
 Who will use the form?
Education levels, vocabularies and life experiences
 How will the form be used?
Data entry, pre- and post-processing, archiving, more
 Where will the form be used?
Location and Environment
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Container:
Life Cycle of a Form
Remember the Goal
 Most forms are digital at some
point in their life cycle.
 Keep forms digital for as long
as possible.
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Container:
Life Cycle of a Form
Usability Elements - 2
 Terminology – Clearly understood by users
 Typeface (Font) – Larger & bolder, smaller & lighter
 Spacing – White space
 Graphics – Well placed and uncluttered
 Colors – Used judiciously; some colors can have
adverse effects on users
 Information sequencing and grouping
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Container:
Life Cycle of a Form
Reading Elements
Data Capture
 Clarity of captions encourages clarity and
accuracy of data entered.
 Appropriate sequencing of data aids in
communicating information, not just data.
 Completed information facilitates action.
 Human-readable and machine-readable
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Container:
Life Cycle of a Form
Writing
 Plain Language helps ensure that users
understand
• what information is required
• that forms are to be filled in completely, and
• that the information captured on the form is
appropriate and useful.
 Well-designed forms encourage fast,
error-free entry of variable data.
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Container:
Life Cycle of a Form
Writing Methods
 Handwritten
 Keyboard
 Machine-Written
(Marking Engines)
 On-Screen Display
 Voice Recognition
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Container:
Life Cycle of a Form
Writing Elements - 1
 Captions – Clear and simple; not complex
 Fields – Sufficient room for data entry
 Grouping - Data sections are organized logically so that
related information is found together
 Sequencing– Fields are placed in sequential order
 Marking Engines – Understand machine
requirements
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Container:
Life Cycle of a Form
Writing Elements - 2
 Multi-part –
•
Designed to stay together to avoid mis-registration;
•
Paper and Carbon or Carbonless are selected so that minimum
effort is need to produce legible copies;
•
Enough parts included to avoid need for photocopying
 When are multi-part forms appropriate?
(Restaurant Example)
 Books, tags, registers, pegboard, self-mailers
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Container:
Life Cycle of a Form
Transmitting Elements
 Paper
By hand, mail, fax, interoffice routing envelopes, print-on-demand
 Electronic
By modem, networks, browsers, diskettes, CDs, DVDs, memory sticks
 There may need to be a combination of both.
 Note: Transmitting method(s) should be known
BEFORE the form is designed
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Container:
Life Cycle of a Form
Filing and Retrieving Elements
 Paper:
• File hole punching for prong or ring binders
• Frequent retrieval requires paper stock designed
for multiple handlings
• Field location can facilitate filing
• Design orientation (portrait vs. landscape)
• Computer Output to Laser Disc (COLD)
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Container:
Life Cycle of a Form
Archiving - 1
 Paper – Archiving Considerations
• Good:

Acid-free paper

Archival quality paper

Permanent ink
• Bad:

Thermal paper

Groundwood paper
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Container:
Life Cycle of a Form
Archiving - 2
 Electronic:
• Removable media
• Database
• Microfilm
• Computer Output to Laser Disc (COLD)
• Juke Box systems
• Magnetic Tape
• Tab Card systems
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Container:
Life Cycle of a Form
Archiving - 3
 Long-term Storage (archiving) requires
paper AND ink to withstand storage.
 Electronic Storage medium must migrate as
technology advances.
 Data and Container must reference each
other – stored together or stored separately.
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Container
Structure

Open Design
Provides flexibility for machine data entry

Box Design
Improves appearance; facilitates ease of use; improves readability

Floating Box Design
Used as data capture screen

Columnar Design
Modified box design for column headings instead of captions

Zoning, Grouping and Sequencing
Organizing data for user understanding

Other Structure Considerations
Graphics placement, specialty elements (OCR, MICR, bar codes, etc.)
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Container
Design Software

High-end Design
Specialized forms systems requiring dedicated operators;
full capabilities such as secure features

Desktop Design
General purpose and specialized forms design

Document Design
Used for general printing, labels, envelopes, tags

Code-based Design

Web Authoring Tools
Not WYSIWYG – programming-based
Build web pages and web forms
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Container
Design Software Issues
 Operator training can be lengthy
 Productivity can be a problem if heavy use
 Capabilities for forms can be limited
 Costs can be heavy (high-end)
 Proprietary nature can limit portability
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Container
Drawing Techniques
 Techniques may differ depending on the
design software you use
• Using Templates
• Using a grid and ruler (grid and component snap)

Set margins, draw lines, draw boxes, input captions, draw text, insert
graphics, draw fields and set field properties add calculations, set tab
order, add custom code

Other considerations: help screens, tool tips, accessibility
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Container
Forms Design Elements - 1
 Captions
Field questions; one per field; clear, concise and self-instructing
 Instructions
If needed, they should be clear, concise and placed where needed
(exception that proves the rule: income tax forms)
 Help Messages
(eForms) Context-sensitive help systems
 Spacing
Critically important element; Must be compatible with method
of data entry; Two types: Vertical and Horizontal
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Container
Form Design Elements - 2
 Check boxes and radio buttons
• Reduce time required for data entry,
number of errors, writing space, data
extraction time
• Provide a uniform structure
• Minimize possible misinterpretation
of questions
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Container
Form Design Elements - 3
 Preprinted Data
• Can replace frequently input information
• Reduces writing time and the cost of using the form
 Grouping Information
• Place related data together on the form
• Improves efficiency by facilitating the entering, reading
and comprehension of related data
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Container
Form Design Elements - 4
 Sequencing Information
• Places data in a logical order within the group
• Reduces writing, reading time
• Facilitates understanding
• Most frequently used information should be entered first,
second most frequently used information next, and so on
• Within a system, sequence should be the same
• Cursor control on electronic forms guides the user,
along with color highlights.
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Container
Forms Design Elements - 5
 Identification
• Desired corporate image, name, address & phones, logo

Title – Brief, clear description of form’s purpose

Form Number – A discrete number for use within the user’s
system as an identification and control method

Edition Date – Month/Year of each edition
(Note that it’s NOT called a “Revision Date.”
Even the first edition needs an Edition Date.)
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Container
Forms Design Elements - 6
 Margins
• Blank space on all four sides of a form
• Improves appearance, neatness and readability
• When printing, provides lockup
• When filing, increased binding edge margin
facilitates data retrieval
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Container
Forms Design Elements - 7
 Routing Information
• Paper:

Marginal words, parts paper color

Facilitates accurate copy routing

If marginal words or preprinted instructions are used, typically
placed in bottom margin of form (hence the term): “marginal
words”
• Electronic

Email, conditional fields, custom scripts, view and lock levels,
integrated workflow
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Container
Forms Design Elements - 8
 Selective Data Transfer – Paper
• Blockout (or “Chinese” lettering)
• Carbonless – Desensitizing, pattern coating
• Carbons – Short, narrow, stripe, pattern, spot
• Paper – Short part, narrow part
• Perforation – Drop-stub perforation
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Container
Forms Design Elements - 9
 Selective Data Transfer – eForms and iForms
• Locked Fields
• Hidden Fields
• Read Only Fields
• Print Only Fields
• View Only Fields
• Conditional Fields
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Container
Forms Design Elements - 10
 Transmitting Elements – Paper
• “Snail Mail” – postcards, self-mailers,
envelope required
• Fax – Adequate substrate size;
high contrast; minimal use of screens
(make them low percentages),
avoid reverse printing, avoid colors
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Container
Forms Design Elements - 11
 Transmitting Elements – Electronic
• E-Mail – as attachment; software enabled
• Intranet – Intranet server; application
integration (Lotus Notes, spreadsheets)
• Internet – Web server, browsers, server
scripts; Completed data returned to user
for printing in format suitable for eFiling
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Container
Forms Design Elements - 12
 Filing Elements – Paper
• Two Purposes – 1) Retrieval; 2) Archival
• Three Systems – 1) Alpha; 2) Numeric;
3) Subject
• Types – Binders (prong fastener, ring and post);
Vertical visible; Cabinet & drawer systems;
Microfilm or microfiche, Scan systems
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Container
Forms Design Elements - 13
 Filing Elements – Electronic
• Same purposes as paper
• Removable media
• Database storage
• Computer Output to Laser Disc (COLD)
• Container and data may be filed together
or separately
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Container
Forms Design Elements - 14
 Restrictions & Qualifiers -
techniques to help insure data entry accuracy
• Paper Forms

“Do Not Write Here” areas

“Grayed-out” fields

Combs, defined boxes
• Electronic Forms

Required fields

Hidden Fields

Conditional Fields

Pre-populated fields

Locked Fields
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Container
Test of Knowledge
Exercise Time . . .
Analyze Workflow
Design Analysis
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Container:
Form Types
 Accounts Receivable (A/R) Cycle
 Accounts Payable (A/P) Cycle
 Accounting
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Container:
Form Types
A/R Cycle - 1
 Selling – Sales Order
 Production – Production, Work or Job Order
 Shipping – Delivery Receipt, Bill of Lading,
Air Bill, Shipping Label, Packing List
 Billing – Invoice, Credit Memo
 Collecting – Statement, Past Due Notice,
Deposit Slip, Credit Application
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Container:
Form Types
A/R Cycle - 2
Combined Forms
Sales Order / Shipping Record
Sales Order / Invoice
Sales Order / Invoice / Shipping Record
Production Order / Invoice
Production Order / Shipping Order
Packing List / Delivery Receipt
Packing List / Bill of Lading
Shipping Order / Bill of Lading
Invoice / Bill of Lading
Invoice / Receipt of Goods
Invoice / Shipping Record
Bill of Lading / Delivery Receipt
Invoice / Picking List / Packing List / Shipping Order
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Container:
Form Types
A/P Cycle - 1
 Purchasing
Requisition, RFQ / RFP, Purchase Order
 Receiving
Receiving Report, Inspection Report, Debit Memo
 Storing
Material Requisition, Inventory Record or Storage Record,
Picking Tickets, Material Receipts, Material Returns,
Material Transfers, Bin Tags, Labels and Inventory Forms
 Paying
Check (Voucher), Remittance Advice, Check Register,
A/P Ledger, Request for Check
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Container:
Form Types
A/P Cycle - 2
 Combined Forms
• Purchase Order / Receiving Report
• Purchase Requisition / Purchase Order
• RFQ / RFP
• Purchase Order / Accounts Payable Check
• Receiving Record / Inspection Report
• Receiving Record / Incoming Stock Record
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Container:
Form Types
Accounting - 1
 Supports, controls and unites
the A/R and A/P Cycles
 Types
• Sales
• Manufacturing
• Disbursement
• Personnel
• General
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Container:
Form Types
Accounting - 2


Sales
•
Information comes mainly from selling, shipping, billing and collecting
functions;
•
Generates reports about customers, sales reps, commissions, revenue
and aging A/R
Manufacturing
•
Information comes mainly from production processes and the storage
function
•
Generates reports on production levels and efficiency, employee efficiency,
equipment & facility utilization, personnel needs, personnel & production
schedules, direct / indirect costs of labor & material, inventory reports, raw
material, work-in-process, finished goods, other production-related items
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Container:
Form Types
Accounting - 3
 Disbursement
• Generation of reports about distribution of
expenses, cash requirements,
departmental budgets
• Analysis of specific purchases, vendors,
freight and quality control
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Container:
Form Types
Accounting - 4
 Personnel
• Information comes from any function that has employees
and includes time cards, job tickets, employee change of
status notices, employment applications, tax forms, transfer
notices, termination notices, deduction authorizations, etc.
• Generates payroll checks, vouchers, receipts, statements of
earnings, individual earnings records, payroll registers,
deduction records, payroll distribution reports, employee
insurance records, employee retirement records.
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Container:
Form Types
Accounting - 5
 General
• Utilizes data from other four areas to produce its
analyses and reports
• Financial Segment

Trial balances, operating statements, balance sheets,
operating budget reports, account journals, distribution
journals, account ledgers and tax reports
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Container:
Form Types
Accounting - 6
 General (continued)
• Plant and Equipment Segment

Depreciation and amortization records and reports

insurance value reports

replacement value reports

appraisal reports

equipment registers

equipment transfers

equipment distribution reports

equipment maintenance reports.
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Container:
Form Types
Accounting - 7
 General (continued)
• Corporate Segment

Stock transfers

stock certificates

dividend checks

proxy notices
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Containers
Contacts

Design Analysis
•


enterprise.state.wi.us/static/forms/white_paper.html
Paper
•
http://www.graphic-design.com/dtp-resources/paper/mills.html
•
http://www.creativepro.com/directory/papersupplier/
•
http://glossary.IPPaper.com/Ipaper/content/?glossary=1
•
http://glossary.IPPaper.com/Ipaper/content/default.asp
Client Server Software
•
www.techsoup.org
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Test of Knowledge
Quiz Time
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Data
Definition
 Variable information captured by, or
displayed on, the form
Purpose: Enables forms users to read and enter data
on a form utilizing a variety of data capture techniques
that minimize errors, increase productivity and encourage
participation in the process
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Data
“Data” vs. “Information”
 Data:
facts, text, graphics, sound, and video segments that have
meaning in the User’s environment
 Information:
Data that have been processed in such a way as to increase
the knowledge of the person who uses the data
Modern Database Management, 5th Edition, McFadden, et al
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Data
Creating Information from Data
 Data vs. Information
• Data is plural; datum is singular (Latin)
• Data, by itself, is not particularly useful
• Information results from organizing data
into understandable presentation
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Data
Examples
 A customer’s first name, middle initial, and last name
 A record of a purchase order
 A picture of the CEO
 An index of company offices
 A description on a new insurance policy
that will be sold
 A company logo.
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Data
Paper, Electronic & Internet - 1
 Paper-based Systems:
• Portable
• Cost-effective
• Easy to understand
• Preferred by many users
• Easy to teach
• Large support infrastructure
• Many standards in place
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Data
Paper, Electronic & Internet - 2
 Electronic forms:
digital forms used in non-browser systems
• Can use general purpose software
• Don’t require much IT support
• Can use specialized design software to develop code
• Flexible deployment, both on-line and off-line
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Data
Paper, Electronic & Internet - 3
 Internet forms – work within browsers
• Can actually be Internet or intranet
• Employ a variety of technologies, but all
use HTML
• Require server scripts or client scripts to
function effectively
• Can be connected easily to databases
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Data
 Data Sources
 Managing Data
 Collection and Display
 Data Storage
 Data Integrity
 Programming and Scripting
 Extensible Markup Language (XML)
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Data
Sources of Data - 1
Handwritten
Optical Scan
Typewriter
Optical Mark Scan
Keyboard
Magnetic Ink Read
Bar Code Scan
Database Tables
Radio Transmission
Touch Screen
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Data
Sources of Data - 2
 Handwritten – optimal vertical space is 1/3”,
horizontal space must be sufficient for
length of expected data
 Typewriter spacing is generally 1/3” vertical,
depending on carriage return standard
 Keyboard spacing can be variable,
depending upon font selected
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Data
Sources of Data - 3
 Continuous form printers use 1/6” or 1/8”
vertical spacing
 Horizontal spacing must be exact for the
printer selected – usually 1/10”
 Sheet printers can allow any spacing, but
generally require ¼” clear band
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Data
Scanning and Imaging - 1
 Paper-based scan forms
 Inks
 Alignment
 Creating image files (bit maps)
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Data
Scanning and Imaging - 2
 Paper-based Scan Forms
• Generally, it is not recommended that existing
paper forms be scanned to create an electronic
form file that will need to be edited or deployed
• Some exceptions: ScanSoft’s Omniform, Adobe’s
Capture
• Generally, scans create large bit maps
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Data
Scanning and Imaging - 3
 Alignment
• Most recognition engines require some
alignment marks or edge identification
• Most sophisticated engines provide
anti-skew algorithms
• Data recognition is improved when
proper alignment is achieved
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Data
Importing Files
 This is a very tricky endeavor, with mixed results
 Successful importation depends on how the creator
designed the form
 Importing from one application to another is usually
done via EPS or PDF file transfer
 Products such as FormBridge can be effective
www.texcel.com
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Data
Scanning for Data Capture - 1
 Optical Character Recognition (OCR) requires a
specific font, drop out inks and specific spacing.
 Optical Mark Reader (OMR) requires a specific
density range for the mark (Use #2 pencil only)
 Magnetic Ink Character Recognition (MICR) uses
E13B font, magnetic ink or toner and has very tight
tolerances.
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Data
Scanning for Data Capture - 2
 Optical Character Recognition (OCR)
– (continued)
• Optical Character Recognition is the process of
converting an image of text, such as a scanned paper
document or electronic fax file, into computer-editable text.
It is used to convert machine print to ASCII.
• The text in an image is not editable; the letters are made
of tiny dots (pixels) that together form a picture of text. OCR
recognized the image and makes it editable.
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Data
Scanning for Data Capture - 3
 Optical Character Recognition – (continued)
• During OCR, the software analyzes an image and converts
the pictures of the characters to editable text based on the
patterns of the pixels in the image.
• After OCR, you can export the converted text and use it
with a variety of word-processing, page layout and
spreadsheet applications
• OCR also enables screen readers and refreshable Braille
displays to read the text contained in images.
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Data
ICR and NHR
 Intelligent Character Recognition (ICR)
• Generally used to convert hand print to ASCII
(Rejects cursive script)
 Natural Handwriting Recognition (NHR)
• Used to convert all forms of handwritten information to
ASCII
• Accepts all forms of constrained and unconstrained
handwriting, hand print, and cursive script
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Data
Optical Mark Readers

OMR uses specially-prepared forms, printed in light blue ink.

OMR readers look for dark marks (typically circles or
rectangles) in specific locations on a form.

Each position on the form can be assigned a different meaning,
depending on the need.

OMR is typically read by specialized page readers (that may
also read a bar code or other mark that uniquely identified each
iteration of a form) or by conventional flatbed scanners, with
appropriate software, on a PC
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Data
Intelligent Mark Recognition
 IMR is the next generation of OMR.
 More sophisticated software can accept
“checkmarks, “X marks,” or “tics” provided
that they are sufficiently bold.
 Incompletely filled spaces can typically be
differentiated from erasures.
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Data
Magnetic Ink Character Recognition - 1
 E13B is a special font for MICR printing
• Contains ten (10) specially designed numeric
characters and four (4) special symbols
(transit, amount, on-us, and dash)
• CMC-7 is a special font used in most
Spanish-speaking countries
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Data
Magnetic Ink Character Recognition - 2
 MICR E13B was created according to ISO
specifications.
 ABA and ANSI standards also apply.
 Specifications also define location of the
MICR on checks.
• MICR clear band 5/8” from bottom
• MICR Encoding band – center of clear band
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Data
Bar Codes - 1
 Definition:
• an automatic identification technology
• allows data to be collected accurately
and rapidly
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Data
Bar Codes - 2
 Bar Code Symbol
•
A Bar Code Symbol consists of a series of parallel, adjacent bars and
spaces. Predetermined width patterns are used to code actual data into
the symbol. To read information contained in a Bar Code symbol, a
scanning device, such as a light pen (or wand) is moved across the
symbol from one side to the other. As a scanning device is moved across
the symbol, the Bar Code width pattern of bars and spaces is analyzed by
the Bar Code decoder and the original data is recovered.
•
The most visible application of this technology is the supermarket industry,
where it has been in use since 1970. Bar Code is now the de facto
automatic identification technology for virtually any application.
http://www.skandata.com/howto.html
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Data
Bar Codes - 3
 Bits of information are encoded within
bar codes.
 The data are read by bar code scanners
and are often used in conjunction with databases.
 Bar codes don’t require human-input,
can be read by automated machines,
and are virtually error-free.
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Data
Bar Codes - 4
 Uses:
Bar codes are used in many retail operations.
They’re also used on many form products:
• Shipping forms
• Labels
• ID Cards
• Direct mail pieces
• Invoices
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Data
Bar Codes - 5
 Bar Code Scanners
• Scanners look at the pattern of light
and dark bars and decode a bar code,
returning the string contained in them.
• Bar codes usually return a reference
to a database.
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Data
Bar Codes - 6
 Common Bar Codes
• UPC –
numeric only, fixed length and check digit
• Code 39 –
• Postnet –
Alphanumeric, variable length
US Post Office for ZIP codes
• Code 128 – Used in shipping industry, has 3 versions
• Interleaved 2 of 5 – numeric only
• Codabar – Numeric – FedEx
• PDF417 (two dimensional) -
portable data file
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Data
Bar Codes - 7
 Other Bar Code Capabilities
• Two-dimensional bar codes can be created during a
form fill session
• The bar code containing the fill data is printed on the form
• The bar code can be scanned to capture the fill data
• Useful when “wet signatures” are required
• Radio Frequency Codes (RFID)
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Data
Bar Codes - 8
 Issues with Bar Codes
• Laser Printers
Toner can flake off after multiple contact reads
• Read Rates
Poorly applied bar codes can generate high reject rates
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Data
Database
 Definition:
• “An organized collection of logically related data”
• Metadata:
“data that describe the properties or
characteristics of other data”
- including data definitions, data
structures and rules or constraints
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Data
Database Types
 File processing systems
• Each application contains its own data
 Hierarchical
• Data are organized in sequential order
 Relational
• Data stored in tables with keys defining
relationships
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Data
Relational Databases
 Data Structure
Data are organized in the form of tables with rows and
columns.
 Data Manipulation
Powerful operations (SQL) are used to manipulate the data.
 Data Integrity
Business rules are applied to maintain integrity during
manipulation.
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Data
Relational Databases - Important Terms
 Primary Key
an attribute that uniquely identifies each row in a table
 Foreign Key
an attribute that also serves as the primary key in another
relation in the same database
 Composite Key
a primary key that consists of more than one attribute
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Data
Open Database Connectivity (ODBC)
 A standard method of sharing data between
databases and other programs
 ODBC drivers use the standard Structured Query
Language (SQL) to gain access to data from outside
sources
 Each database program requires a different driver
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Data
Database Use
for Electronic Forms
• Any form that provides the ability
to save and recall the variable fill data
requires the use of a database
• It may be a simple table or a multiple table
database, or even multiple databases
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Data
Database Use
for Electronic Forms – (continued)
• Databases can be “Read,” where data are
extracted from a table and placed in the
form, or “Write,” where data are extracted
from the form and placed in the data table,
or both.
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Data
Database Use
for Internet Forms
• Database must reside on the Internet
server of be connected to the server.
• Database interaction is managed by CGI
scripts or related technology.
• Important to remember that HTML does
not interact with databases.
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Data
Database Management - 1
 All database programs are managed
with DBMS (Database Management System).
 Data Administrator – the person who
takes overall responsibility for data,
metadata, and policies about data use
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Data
Database Management - 2
 Database Administrator
• the person who is responsible for
physical database design and for dealing
with technical issues, such as security
enforcement, database performance,
and backup and recovery, associated
with managing a database.
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Data
Database Management - 3
What every Forms Manager should know
• Make friends with the DBA or Data Administrator;
they can make your life easy or difficult
• Take the time to learn the issues related to
security, access, and data integrity. This will
help you understand what you can and cannot do
with forms.
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Data
Data Collection - 1
 One of the primary purposes of a form is to collect
data.
 With paper forms, the data become a permanent
part of the form.
 The container and the data are frequently filed,
archived, retrieved and used together forever.
 In most cases, the data are extracted from the
container in a process of data entry.
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Data
Data Collection - 2
 Data collection in electronic forms generally
comes from the keyboard and mouse.
 Data can originate into the electronic form
from bar code scan, OCR scan, from a PDA,
or from a database.
 Requirements for collection can be both
more rigid and more flexible.
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Data
Data Collection - 3
 Data collection for Internet forms is very
similar to that for electronic forms.
 Difference is in how the data are handled.
The browser displays a static page (HTML)
and the data cannot be recognized or
validated until sent to the server and
validation returned.
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Data
Data Collection - 4
 Once input into the form, data can be
• placed in a file
• printed
• saved to a database, or
• converted to XML for integration into other
applications.
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Data
Data Collection and Display- 1
 Formats
 Types
 Restrictions and Qualifiers
 Fonts
 Screen Resolution and Scaling
 Masks
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Data
Data Collection and Display- 2
 Data Formats
• Data formats can increase or decrease
the utility of the data collected.
• Most software programs use proprietary
formats, but support standard formats.
• Many, many forms are in use
(see links at end of “DATA” section).
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Data
Data Collection and Display- 3
 Data Formats – (continued)
• Standard

ASCII

HTML, XML
• Proprietary

.doc, .xls, .ppt (Microsoft)

.g, .elf (Amgraf)
• Generally Accepted

PDF, EPS, PostScript, DBF (dBase)
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Data
Data Collection and Display- 4
 Data Type
• A detailed coding scheme recognized by system
software for representing organizational data
 Four Objectives:
• Minimize storage space
• Represent all possible values
• Improve data integrity
• Support all data manipulations
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Data
Data Collection and Display- 5
 Data Types – Oracle
CHAR (size), where size is the maximum length
DATE
LONG
NUMBER
DECIMAL
LONG RAW
SMALLINT
FLOAT
LONG VARCHAR
VARCHAR
INTEGER
MLSLABEL
VARCHAR2
INTEGER (size)
RAW
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Data
Data Collection and Display- 6
 Data Types – MS Access
TEXT
DATE/TIME
YES/NO
MEMO
CURRENCY
OLD OBJECT
NUMBER
AUTONUMBER
HYPERLINK
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Data
Data Collection and Display- 7
 Data Masks
• Pre-defined display schemes that take user input
and force the display into the selected format
• Can be used in a variety of situations, including
paper forms, electronic forms, Internet forms, and
database design
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Data
Data Collection and Display- 8
 Data Masks – (continued)
• Paper forms use combs, small boxes for
individual character input, pre-printed dashes and
parentheses.
• Electronic forms use pre-defined masks that force
a particular input, such as telephone, ZIP code,
Social Security Number, dates, and more.
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Data
Data Collection and Display- 9
 Data Restrictions and Qualifiers
• Designed to restrict user input to a
specified range, series of choices
or data types
• Can be effective for paper forms, but have
increased utility with electronic
and Internet forms.
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Data
Data Collection and Display- 10
 Data Restrictions and Qualifiers – (continued)
• Paper forms use radio buttons,
checkboxes and pre-printed instructions.
• eForms use:
Hidden Fields
All Upper Case
List Boxes
Conditional Fields
Numeric Only
Grouped Check Boxes
No-printed Fields
Combo Boxes
Unrestricted Check Boxes
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Data
Data Collection and Display- 11
 Fonts
• A consistent design for the display of
the full set of English or other language
characters, including special characters
such as punctuation and numbers
• For a look at the number and complexity
of available fonts: http://www.fonts.com
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Data
Data Collection and Display- 12
Fonts – Common font families
• TrueType
http://www.truetype.demon.co.us/
• PostScript
http://www.adobe.com/products/postscript/main.html
• Web Embedding Fonts Tool (WEFT)
http://www.microsoft.com/typography/web/embedding/weft/default.htm
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Data
Data Collection and Display- 13
 Fonts Uses
• Selection of a particular font gives the designer
control over what the user will see.
• Most fonts have specifications that enable
fast rendering
• Proper selection and use of fonts is one of
the most important design contributions.
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Data
Data Collection and Display- 14
 Misuse of Fonts
• Mixing fonts on a page
• Improper use of bold, italics and underlining
• Improper use of color
• Hard-to-read fonts
• Fonts incompatible with web
• Using uncommon fonts for distribution
(licensing issue)
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Data
Data Collection and Display- 15
 Display
• Successful viewing on a user’s screen
requires a design that supports standard
monitor settings.
• Standard design resolution for most
browsers is 800 X 600 or 1024 X 768.
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Managing Data
Scripts
Scanning
Fields
Importing
Calculations
Programming
Spell Checking
Error Detection
and Correction
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Managing Data
CGI - 1
 Common Gateway Interface (CGI)
• a programming interface between a web server
and the system’s backend functions – such as
processing systems and databases
• allows web servers to perform data functions and
interact with users
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Managing Data
CGI - 2
 Common Gateway Interface (CGI) - continued
• Server-side programs or scripts – all processing
occurs on the server
• Client-side solutions include Java applets, Java
scripts, and ActiveX controls
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Managing Data
Fields - 1
 Understanding Fields
• Each database has its own field definitions. Make
sure your form design is compatible.
• Proper field design, with associated masks and
properties, can help users interact better with
your form.
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Managing Data
Fields - 2
 Common Field Types
Text
Numeric
Multi-line
Date
Time
Radio buttons
Text boxes
Check boxes Combo boxes
Buttons
Signatures
Blob
Graphics
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Managing Data
Fields - 3
 Database Field Types
• Specific to each database
• Must be the same on the form as in the database
• Three general categories:

Numeric types

Date and Time types

String (character) types
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Managing Data
Calculations - 1
 Using Excel
 Using VB Script
 Using JavaScript
 Calculation Wizards
• Example: Adobe Acrobat
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Managing Data
Calculations - 2
 Using Excel
• Uses cell descriptions instead of field names
• Math performed in logical sequence
• Formulas must be exact syntax
• Can use “point and click”
• Formulas can be dynamically copied
• Most of us have learned how to use
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Managing Data
Calculations - 3
 Using VB Script
• Must provide “Dimension” (DIM) statements for variables
• Uses field names – must be precise
• Uses exact syntax
• Can use “do” loops to simplify code
• Must set initial values
• Calculations performed continuously
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Managing Data
Calculations - 4
 Using JavaScript
• Not related to Java, the programming language
• Works within HTML code
• Has functions similar to VB Script
• Works within Microsoft Internet Explorer (IE) but
not with Netscape
• Has its own syntax and rules
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Managing Data
Calculations - 5
 Using Calculation Wizards
• Provide “point and click” capability for simple
calculations
• Convert the click results to JavaScript or some
other language
• Not yet readily available in some forms programs

Example: Adobe Acrobat
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Managing Data
Spell Checking
 Imbedded in most design programs
 Available in Client software
 Not generally available within browsers
 Plug-ins are available
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Managing Data
Error Detection and Correction
 Requires custom VB or JavaScript
 Tests for conditions and defines a path to
action depending on condition
• Example: Test for a null (blank) value for a
required field. If answer is “Yes,” display a
message box with statement “You must enter
a value.”
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Managing Data
Data Storage - 1
 Paper Forms
• Filing systems
• Archives
• Records Management systems
• Issues include:
speed of access
retention requirements
accuracy
security
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destruction costs
217
Managing Data
Data Storage - 2
 Electronic Forms
• Database Tables
• Flat Files
• Electronic Data Management System (EDMS)
• Application software (WORD, Excel, Acrobat, eMail, others)
• Issues:
control
access
security
costs
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Managing Data
Data Integrity - 1
 Paper Forms
•
•
•
•
•
•
•
“Chinese” lettering
Printing boxes for use input
Pre-printing forms for ZIP, telephone, SSN
Carbonless desensitizing and spot carbons
Preprinted helpers such as MM/DD/YY
Spot Carbons
Checkboxes and radio buttons
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Managing Data
Data Integrity - 2
 Electronic Forms
• Drop down selections
• Check boxes (grouped & ungrouped)
• Pre-fill from database
• Error checking routines (programming)
• Assigning qualifiers to fields
• Masks (forced formatting)
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Managing Data
Programming - 1
 Languages
• Visual Basic
• Java
• JavaScript
• HTML, DHTML, XML
• PERL, PHP, ASP
• C++
• Many others
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Managing Data
Programming - 2
 Scripts
• Server scripts

CGI

Servlets
• Client scripts

Applets
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Managing Data
Programming - 3
 Scripts
• What are they?

CGI is a standard for interfacing external applications,
such as a web page, with information servers, such as
HTTP or web servers.
• What do they do?

They tell the server how to interact with the browsers
and return HTML pages to the browser.
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Managing Data
Programming - 4
 Scripts –
continued
• They are small executable programs and can be
written in any language.
• Usually, they are written in a scripting language,
such as PERL or PHP, so they do not need to
be compiled
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Managing Data
Programming - 5
 Servlets – What are they?
• Servlets are programs written in Java that run in
conjunction with a web server.
• They are Sun Microsystems’ version of CGI.
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Managing Data
Programming - 6
 Applets – What are they?
• Java applets are small, fast programs that can
run on any kind of computer. This makes them
perfect for use on the Web because the program
can be downloaded and run on a Mac or a PC or
a Unix workstation. Today, they are used mainly
in graphics and animation.
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Managing Data
Programming - 7
 Java Beans and ASP
• Java Beans are components based on JavaSoft’s
Java Beans component architecture.
• A component is a piece of code that functions
independently and has the ability to interact
with other components.
• Active Server Pages is Microsoft’s version of
component architecture.
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Managing Data
XML - 1
 Extensible Markup Language
• HTML has limits. It is simple, easy to use,
and generally tolerant of syntax. This
makes it popular, but limits its ability to
handle information.
• XML is the answer to the lenient, but
limited, HTML.
• XML is a language for creating other languages.
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Managing Data
XML - 2
 XML is:
• A preferred data exchange method
• Wildly popular with developers
• The technology behind most pages on
the Internet
• Complicated and abstract
• Without bounds
• Expensive to implement
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Managing Data
XML - 3
 eXtensible refers to the capability for an author
to define custom tags and a custom document
structure
 Markup refers to the tagging method used to
specify the name and attributes of data.
 Language refers to the syntax, rules, and
structure approved by the W3C for creating
custom metadata definitions
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Managing Data
XML - 4
 Terminology
• A Schema defines the custom markup language
that you create with XML.

It specified the tags you can use in your documents,
and which tags and attributes those tags can contain.

Extensible Stylesheet Language Transformation (XSLT)
lets you extract and transform the information into any
shape you need.
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Managing Data
XML - 5
 Terminology –
continued
• Document Type Definitions (DTD) specify a
particular set of definitions for a schema.
• XML Schema – Developed by the W3C and is
more flexible that the older DTDs.
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Managing Data
XML - 6
 Why XML?
• It is emerging as the web standard for sharing
data between applications
• Self-describing data
• Complete integration of all traditional databases
and formats
• Modifications to data presentation – no
reprogramming required
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Managing Data
XML - 7
 XML forms are not yet prevalent. Several
XForms solutions are under development.
The predominant use of XML is for data
exchange to and from HTML forms.

Day 4 link back
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Data
Data Links - 1
 Bar Codes
http://solutionscenter.uc-council.org/Tour/Quick_Tours.htm
 MICR
http://www.troygroup.com
http://www.acom.com
http://www.micr-font.com/web/micr-fonts.html
(for good overall description of the technology)
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Data
Data Links - 2
 MICR
http://www.printerm.com.guage.htm
 Security Features
http:///www.securitylinks.com/
http://www.creedengineers.com/security-inks.html
 CGI
http://www.webopedia.com/TERM/C/CGI.html
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Data
Data Links - 3
 Common Field Types
http://partners.adobe.com/asn/developer/training/acrobat/eforms/mod
2/biz4.html
 Calculations
http://www.geocities.com/cliktoprogram/vbscript/introduction.html
(for VB Script tutorial)
 VB Script
http://www.geocities.com/clicktoprogram/bvscript/introduction.html
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Data
Data Links - 4
 JavaScript
http://www.webteacher.com/javascript/
 XML
http://www.orielly.com/
http://www.w3.org/xml/
 Spell Checker
http://www.jspell.com
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Data
Data Links - 5
 Business Intelligence
http://www.intelligententerprise.com/info_centers/bi/
 OMR
http://www.aimglobal.org/technologies/othertechnologies/
 Data Formats
http://webopedia.internet.com/Data/Data_Formats/
http://www.w3.org/talks/199804/WWW7-XML
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Data
Data Links - 6
 Scripts
http://hoohoo.nosa.uiuc.edu/cgi/intro.html
http://www.htmltutorials.net/cgi_scripts.html
 Servlets
http://www.w3.org/Jigsaw/Doc/User/servlets.html
 Applets
http://www.webnovice.com/faq.html/What%20Are%20Applets?
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Data
Data Links - 7
 JavaBeans
http://www.imsc.res.in/Computer/local/Docs/Java/javabeans/
 Active Server Page (ASP)
http://www.asptutorial.info/
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Test of Knowledge
Quiz Time . . .
Exercise . . .
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Image
Definition and Purpose
 Image:
interface among users, data and systems
 Purpose:
Considers how users interact with the form,
ease of use, the overt and covert message
the form conveys, and how people access
the form
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Image
Components of Image

User Interaction

Language Conventions

Marketing Message

Corporate Image

Avoiding Errors

Preventing Abandonment

Style Guides

Accessibility
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Image
Alignment Methods - 1
 Symmetrical
• Centered on page
• Conservative, formal, and restful
• Used for announcements and
promotional materials
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Image
Alignment Methods - 2
 Asymmetrical
• Creates more interest and can be dramatic
and exciting
• Can be left aligned, right aligned, or justified
left and right
• Most common for forms is left aligned
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Image
Language Conventions
 Define how users interact with printed page
• English and French:

Top to bottom

Left to right

Capitalization rules

Punctuation rules

Grammatical rules
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Image
User Interaction - 1
 Form Zones
• Identification
• Instruction
• Introduction
• Body
• Closing
Source: Graphics Design for 21st Century Desktop
Publishers, Marvin Jacobs, CFSP and Linda Studer
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Image
User Interaction - 2
 Logical Order (Sequencing)
• Readers expect logical order

FirstName, M.I., LastName

Address1, Address2, City, State / Province,
ZIP / Postal Code
• Request data in the order users like to
think
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Image
User Interaction - 3
 User Interface
• Paper Forms






Design for the anticipated audience
Understand how the audience will use the form
Use appropriate white space - helps form user read and
retain information
Use plain language – reduces misunderstanding
Avoid jargon – doesn’t insult user
Keep it as simple as possible
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Image
User Interaction - 4
 User Interface
• Electronic Forms

Same principles apply

Need to understand the rules of the medium

Graphical User Interface (GUI) refers to the
software design that presents the computer
language in human-understandable format
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Image
User Interaction - 4
 People read differently on the web
• First, they look at the center of the page
• Next, they will look to the left
• Then, they will look to the right
• Finally, they will scroll vertically (but not horizontally)
• They generally lose patience quickly
(in an average of 11 seconds)
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Image
User Interaction - 5
 Three web design styles:
• Home page-centric

Most navigation revolves around the home page, with links
to others, but with a “home” link common
• Link from anywhere

Navigation bars on left and bottom of each page, with
return to home page not necessary
• Transactional

Pages are in sequence, with “next” and “back” buttons
common
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Image
User Interaction - 6
 Electronic forms are displayed as “dots of light”
 Flickering lights can generate eye fatigue
 When reading, users blink less often, increasing
strain
 Older eyes require larger
space
print and more white
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Image
User Interaction - 7
 Forms are not “literature.” Avoid overusing
adjectives and adverbs.
 Avoid “bureaucratic” language.
 Avoid acronyms unless the form is targeted to
a specific audience that will understand them.
 Don’t mix font styles, point sizes, bold, or italics
unnecessarily.
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Image
User Interaction - 8
 User Considerations
• Users generally want a copy.
• Users generally want to print.
• Users generally want to save locally.
• Depending upon complexity, users may want
draft mode (interim saves before submitting).

Link to slide 425
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Image
Marketing Message - 1
 Externally used forms are marketing tools.
 Forms may be customer’s primary contact
with the organization.
 Logos are legal representations and must be
protected.
 Forms must support the corporate image.
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Image
Marketing Message - 2
 Customers notice color, substrates, clarity.
 Badly designed forms lead to high
abandonment rates, which can result in
lost orders and lost customers.
 Inefficient forms create data capture errors,
which add to cost and affect customer
satisfaction.
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Image
Marketing Message - 3
 Customer retention is everyone’s job.
 With high cost of customer acquisition, it is
more cost-effective to keep the ones you
already have.
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Image
Marketing Message - 4
 Color is important - color “sells”
 Color has a cost with offset and flexographic
printed forms
 Color is “free” with electronic forms, but
remember that users will print and that has a
cost
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Corporate Message - 1
 Forms Management
• must be strategically aligned with the
organization strategy.
• is a service department.
• is as much about supporting revenues
as about controlling costs.
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Corporate Message - 2
Example:
 Controlling Bootleg Forms
• Given today’s desktop environment,
bootleg forms are a reality.
• Choices: Be seen as a forms cop or
be seen as a service source.
• Message should be the latter.
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Corporate Message - 3
 Style Guides
• Should contain:

Company Mission Statement

Vision Statement

Values Statement

Marketing Objectives
• Style Guide is a marketing tool
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Corporate Message - 4
 Style Guides – continued
• We recommend that all organizations create
and actively use a Style Guide.
• Style Guide contents include:

Logos and colors

Fonts

Substrates

Formats

Approvals
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Corporate Message - 5
 Focus is on Marketing message and
maintaining a positive Corporate image.
 Cost considerations include costs of:
• Color
• Hard to reproduce logos
• Substrates
• Non-compliance
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Avoiding Errors
 Why do users leave fields blank?
• Common, but perplexing problem with forms
• Usability studies lend some insight
• Rob Barnett and Caroline Jarrett offer interesting
commentary.
rob@rbainformationdesign.com.au
caroline.jarrett@effortmark.co.uk
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Accessibility - 1





Laws in Canada have even stronger provisions against
discrimination than do US laws.
Human rights laws attempt to balance individual and collective
rights.
Canadian Charter of Rights and Freedoms is the overarching
legislation.
Many codes have provisions for goods, facilities and services.
This includes virtual facilities.
Most companies have not considered how human rights codes
affect their web sites.
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Accessibility - 2
 Laws in the US provide some of the “How
To”
• Section 508 requires that Federal agencies’
electronic and information technology be
accessible to people with disabilities.
• Is a major consideration for forms designers
within government and will probably trickle
down to the private sector.
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Accessibility - 3
 Section 508 - continued
• There are 16 rules for Accessible Web Sites.
• Rule 14 applies to forms:

“Make electronic forms accessible via assistive technology.”

When electronic forms are designed to be completed on-line,
the form shall allow people using assistive technology to
access the information, field elements, and functionality
required for completion and submission of the form,
including all directions and cues.
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Accessibility - 4
 What is “Accessibility”?
• Electronic forms must provide users with options
they can select.
• Options may include large type, keyboard
access to all commands, sound (read captions
and instructions), Braille output, color choices,
and more.
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Accessibility - 5
 Quick Tips
• Images and Animations
Use the alt attribute to describe the function of each visual.
• Image Maps
Use the client-side map and text for hotspots.
• Multimedia
Provide captioning and transcripts of audio: and provide
descriptions of video.
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Accessibility - 6
 Quick Tips - continued
• Hypertext Links
Use text that makes sense when read out of context,
e.g., avoid “click here.”
• Page Organization
Use headings, lists, and consistent structure.
Use CSS for layout and style where possible.
• Graphs and Charts
Summarize or use the longdesc attribute
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Accessibility - 7
 Quick Tips – continued
• Scripts, applets, and plug-ins
Provide alternative content in case active features are inaccessible or
unsupported.
• Frames
Use the noframes element and meaningful titles
• Tables
Make line-by-line reading sensible and summarize
• Check your work
Validate. Use tools, checklists, and guidelines at
http://www.w3 org.TR/WCAG
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Accessibility - 8
 Special equipment needed for accessibility is the
responsibility of the user. Functionality includes:
•
•
•
•
•
•
Special keyboards for access to commands
Large Type Fonts
Braille printers
Video devices
Audio devices
Color choices (color blind)
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Accessibility - 9
 Products Available
• JAWS® for Windows


Information from screen is read aloud
Outputs to refreshable Braille displays
• Cerenade – 508 component

http://www.cerenade.com
• Microsoft products

http://www.microsoft.com/enable/
• Adobe products

http://access.adobe.com/
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Image Links
 Tools, Checklists, and Guidelines
http://www.w3.org/TR/WCAG
 Canadian Links
• Article on Canadian Accessibility
http://www.evolt.org/article/Accessibility_Laws_In_Canada/4090/28074/
• Public Accountability
http://www.ccpac.ca/
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Test of Knowledge
Quiz Time . . .
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Forms Management
Definition
Forms Management
• The systematic process of increasing productivity and minimizing
errors in information capture, transmission,
and recovery through the use of workflow analysis and
graphic design techniques;
• providing administrative control;
• reducing procurement, storage and use costs through
standardization; and
• ensuring the adequacy, business as well as legal, of all
historical records.
Copyright, Business Forms Management Association, 1986
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Forms Management
An Overview of the Elements

Develop a Forms Strategy – Strategic Alignment

Program Establishment – Mission, Vision, Values,
Objectives and Goals

Program Manual and Style Guide

Forms Control Techniques

Form File Structure

Database Contents and Functions

Formats, Software and Media Types

Procurement

Warehousing and Distribution

Roles
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Forms Management
Why do Forms Programs Fail?

Silos – no central strategy

Lack of management support - Transfer of responsibility

Downsizing/Outsourcing of Forms Management functions

Conflicting definitions – no standards

Issues with software / understanding of forms

Forms Cop vs. Forms Support

Complexity
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Forms Management
Strategy versus Tactics
 Strategy
the process of positioning an organization for competitive
advantage; planning for the direction of the enterprise prior
to engagement. It is perspective and direction.
 Tactics
Managing of resources while engaged; the current plan;
a set of actions
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Forms Management
Why Develop a Strategy?
 People cannot implement what they do not know.
 People don’t implement properly what they
don’t understand.
 People don’t implement what they are not committed
to.
 People give up on strategy whose implications
have not been anticipated.
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Forms Management
What is a Forms Strategy?
 Enterprise agreement on goals,
solutions supported, tools to be
used, and implementation policy
 Consistent application of a set of
practices to be used for the
development and deployment of
forms throughout the organization
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Forms Management
No Strategy?
 There is always a “strategy.”
 If you don’t have a formal strategy,
one will evolve for you.
 Forms are compelling – users need
them and will develop them if you don’t.
 Islands of non-compatible eForms
will materialize.
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Forms Management
Who Needs to be Involved?

Forms Management – coordination

Information Technology – databases

Web Administrator – deployment

Warehouse, Printing, Purchasing

User Departments – need

Sales and Marketing – define how we
communicate to the public

Finance – require positive ROI

Legal – Signatures, records requirements
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Forms Management
Who are the Audiences?
 Inside the firewall
• Knowledge workers
• All personnel within the organization
 Outside the firewall
• Customers
• Suppliers
• Prospects
• Stakeholders
• Public
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Forms Management
Internal Considerations
 Is there a Corporate Style Guide?
 What policies and procedures will be affected?
 Executive Support
 Training, Support
 Staffing
 Skills Required
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Forms Management
External Considerations
 Outside the firewall
• Signature technology and support
• Non-repudiation
• Require registration?
• Access control
• Filler software requirements
• Routing, printing, and local save
• Shipping and distribution
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Forms Management
Ten Critical Success Factors - 1
1. Establish measurable goals.
2. Align your business and your IT operations.
3. Get executive support up-front.
4. Let business goals drive functionality.
5. Minimize customization by leveraging outof-the-box functionality; avoid scope creep.
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Forms Management
Ten Critical Success Factors - 2
6. Use trained, experienced suppliers.
7. Actively involve end users in the solution
design.
8. Invest in training and empower end users.
9. Use a phased rollout schedule.
10. Measure, monitor and track.
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Forms Management
Critical Elements of a Program - 1
 Establish workflow analysis process.
 Develop Return-on-Investment requirements
 Develop goals for data capture and
management – database connectivity.
 Develop standards for edition control and
archiving – creating legal records.
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Forms Management
Critical Elements of a Program - 2

Develop a deployment strategy –
catalogs, portals, distributed POD.

Define eCommerce requirements –
credit cards, personalization, security, privacy.

Establish a policy for non-repudiation –
validation of user identity.

Establish a policy for electronic signatures –
technology, vendors, costs, “take to paper”.

Define a workflow integration policy –
routing, storage, retrieval, tracking.
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Forms Management
Critical Elements of a Program - 3
 Integrate eForms with paper forms
management – catalogs, design, management.
 Software selection – workflow, design, mapping,
database connectivity, server scripts, technologies supported:
(paper forms, browsers, XML, ODBC, JavaScript,
CGI, scripting, open source, extendable, more)
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Forms Management
Critical Elements of a Program - 4
 Interfaces to Records Management and
Document Management systems
 Search functionality
 Managing obsolescence
 Training and help desk support
 Programming support
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Forms Management
Summary

Bringing the organization together with a single strategy
is difficult.

It will require developing a business case and selling it
to management.

It can return significant benefits in important areas such
as new customer acquisition, customer retention, customer
service, process improvements and cost control.

Developing any forms strategy is the responsibility of
the forms department.
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Strategic Alignment
Corporate Strategy

Mission
What is the corporate Mission Statement?

Vision
Has the CEO established a Vision Statement?

Values
Sets the tone

Objectives
What Corporate Objectives are published?

Goals
List the 3 or 4 major Corporate goals – include your line management
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Strategic Alignment
Department Strategy
 Mission
 Vision
 Objectives
 Goals
 Budget
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Strategic Alignment
Department Mission
 Support the Corporate Mission
 Focus on revenue generation and
customer retention
 Don’t forget cost reduction
 Define the Value Proposition
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Strategic Alignment
Department Vision
 Establish your view of what the department will
look like in the future
• Trends, technologies
 Develop scenarios based on technological change –
be a Visionary
 Define expected benefits to the company
• Cost avoidance, enhanced reputation, industry leader
 Be the resource person for your area of expertise
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Strategic Alignment
Department Objectives
 Provide definitions and gain agreement
 Align with Document Management
 Align with Records Management
 Align with Information Technology
 Define limitations and risks
 Learn the technology
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Strategic Alignment
Department Goals - 1
 Must be specific, realistic, measurable
and with a time frame
 Must be relevant and important
 Generally shorter term
 Calculate ROI on everything
• Projects
• Equipment and software
• Personnel costs
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Strategic Alignment
Department Goals - 2
 Report on progress every month
 Include a continuing education plan
for yourself and your people
 Have a succession plan (so you can be
promoted)
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Strategic Alignment
Budget
 Develop a line item budget
 Develop an activity-based budget
 Make sure they balance
 Keep them current
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Strategic Alignment
Establishing Metrics
 Determine management requirements
 Measure progress daily
 Acquire proper tools
 Build a Style Guide and Program Manual
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Strategic Alignment
Develop a Reporting System
 Track what is important
• This means what is important to management
and customers (internal and external)
• Gain agreement every step of the way
 You cannot manage that which you do not
measure
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Strategic Alignment
Develop a Database
 Establish entities and relationships
 Logical Design
 Physical Design
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Strategic Alignment
Database Contents and Functions
 Form Identification
(name, number, edition date, referenced systems)
 Form Ownership, Authority, Review,
Contact Information
 Legal Requirements
 System Relationships and Requirements
 Stocking and Distribution Information
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Strategic Alignment
Putting it Together
 Regular Reviews
 Use the database to identify opportunities
 Provide visibility up the Management Ladder
 Get as high up the management chain as you
can as often as you can with your results
 Modify all the above after each review to stay
in alignment
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Forms Management
Program Establishment
 Obtain Senior Management Support
 Send out a Call for Forms
 Evaluate the samples collected
 Enhance data collected with samples
 Build Forms Analysis Database
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Forms Management
Set Up Process Analysis
 Define the processes of the workflow
 Study the steps in each process
 Identify impediments to the workflow
 Define process improvement options
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Forms Management
Forms Control - 1
 Form Identification – numbering
 Form Identification – titles
 Indexing and Filing
 Form Testing
 Obsolescence studies
 Management reporting
 Special Projects
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Forms Management
Forms Control - 2
 Indexing and Filing
• Paper and other physical media
• Electronic (server-based)
• Internet (browser-based)
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Forms Management
Forms Control Techniques
 Establish form number standard
 Include edition date with form number
 Establish standard criteria for adding
new forms to the system
 Install form ownership controls
 Set up review cycle procedures
 Define forms deletion criteria
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Forms Management
Forms Software
Specialized software is usually more productive
• Design
• Mapping
• Filling
• Process analysis and flowcharting
• Order management
• Warehousing and distribution
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Forms Management
Form Files - 1

Form file types:
• Form Catalog – usually electronic

List: alphabetically by title, by form number, by
sponsoring department
• Form History

Include: design instructions, proof approvals,
copy of each edition, production notes, artwork
• Functional File

Sample of form filed by function, helps spot
duplications, improve productivity by reducing
clerical effort, spot consolidations
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Forms Management
Form Files - 2
 Form File Structure
• Identify data elements for form file
• Establish security procedures for controlled
access to form files
• Define form samples standards
• Build individual form specifications
• Cross-reference to related forms
• Identify forms function for each file
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Forms Management
Forms Testing
 Alpha Testing
• Test with form owner
 Beta Testing
• Test in real work environment
 Rollout
• Test with all users
(within company and with general public)
 Feedback and Revisions
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Forms Management
Obsolescence Studies
 Macro Analysis
• Review database for lack of usage; automatic
obsolete, wait for feedback
 Reorder Analysis
• Challenge on reorder; look for combinations
 Ad Hoc Analysis
• Project-oriented, e.g., study all envelopes
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Forms Management
Management Reports
 Why are they important?
•
Information at fingertips,show value to company, justify your existence
 Management wants statistics
•
Total forms, number of reprints, eliminations, revisions, new forms, more
 Management wants cost savings
•
Project results – hard dollar and productivity
 Managements wants results
•
Tell them what you do
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Forms Management
Forms Control Sphere of Influence
Procurement
Warehousing
Catalogs
Pick ‘n’ Pack
eCommerce
Distribution
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Strategic Alignment
Roles
Form Owner
Forms Analyst
Form Specifier
Forms Designer
Form Buyer
Forms Administrator
Form User
Forms Clerk
Forms Filler /
Forms Manager
Records Manager (Department)
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Forms Management
Test of Knowledge
Quiz Time . . .
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Physical Container Design
Introduction
Tell us your name, organization,
experience, education, and three
personal things about yourself that
you would like us to know.
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Physical Container Design
Class Goals
What specific goals do you have
for this class?
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Physical Container Design
Paper - 1
 Questions:
• What is tensile strength?
• What is basis weight?
• What is calendaring?
• What is opacity?
• What is brightness?
• What is caliper?
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Physical Container Design
Paper - 2
 Characteristics – grain direction; wire
/ felt sides; acidity; permanency;
durability; opacity; brightness;
whiteness; color; impression quality;
moisture content; basis weight; caliper;
equivalent weight
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Physical Container Design
Paper - 3
 Types – form bond (20/24#), OCR,
MICR, safety, rag / cotton content,
translucent, lightweight, carbonizing;
Offset (50/60/70#), ledger, index; Tag;
laser / inkjet; text; cover (80/100#);
coated
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Physical Container Design
Paper - 4
 Form Bond - 15-28 lb.
• Register bond
• CW bond (chemical wood)
• Laser bond
• Dual purpose bond
• Rag-content bond
 Offset - 50 – 70 lb.
• 50-60 lb. is most common
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Physical Container Design
Paper - 5
 Pressure Sensitive Labels
• Face stock
• Adhesive
• Silicon release coating
• Carrier (backer)
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Physical Container Design
Paper - 6
 Other Forms Papers
• Ledger
• Tag
• Cover
• Coated
• OCR / MICR / MOCR
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Physical Container Design
Paper - 7
 Specialty Papers
• Foil
• Vinyl
• Mylar
• Tyvek
• Microencapsulated (scented)
• Transfer Tape
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Physical Container Design
Paper - 8
 Coated Papers
• Carbonless Paper

CB, CFB, CF – Coated Back, Coated Face and Back,
Coated Face; self-contained; standard colors; backprinting
not recommended (cannot write on back until sensitized
set is disassembled)

Sensitizing – addition of chemical coating to all or parts
of a forms bond sheet; eliminates need for spot or pattern
carbons or desensitizing

Desensitizing – addition of chemical coating to all or parts
of a forms bond sheet to facilitate selective data transfer
prevention
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Physical Container Design
Paper - 9
 Carbon Paper
• Ink finishes –
medium, hard, extra hard, intense and extra intense
• Reuse –
individual sheets can be reused as with a sales book
• Specialty – stripe, pattern, spot, color carbon
• Other – double-sided, OCR, Carbonless-compatible
• Write Test – should always be conducted
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Physical Container Design
Paper - 10
 Thermal
• Heat sensitive
 Thermal Transfer
• Melted ribbon
 Top Coating
• Toner adherence
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Physical Container Design
Paper - 11

Security Papers
• Level 1

Contain pantographs
• Level 2

Add brown stain and black stain
• Level 3

Add features such as hidden fibers, visible fibers,
florescent fibers, standard watermarks, top coatings
• Level 4

Add polyester strips, custom watermarks, planchettes

http://www.bankofcanada.ca/en/glossary/glossplanchette.html
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Physical Container Design
Inks - 1
 Ingredients
• pigments, vehicles, driers, antioxidants,
waxes, starches, lubricants, plasticizers
 Drying
• absorption, evaporation, oxidation /
polymerization
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Physical Container Design
Inks - 2

Colors
•
(remember Roy G Biv)
White is all colors reflected; Black is all colors absorbed

Pantone Matching System (PMS)

Process – CMYK
•


Printing
Process – RGB
•
(Cyan, Magenta, Yellow, Black)
(Red, Green, Blue)
Screen Display
Laser
•
Heat resistant; Pressure drying
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Physical Container Design
Inks - 3
 Security Inks
• Drop out
• Double strike
• Bleed through
• Thermo chromatic
• White opaque
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Physical Container Design
Inks - 4
 Other Types of Inks
• Types – letterpress, litho, flexo, gravure
• Specialty Types – MICR, OCR, heat resistant, inkjet,
high gloss, fluorescent, metallic; Thermo-chromatic, UV
• Potential Problems – bleeding, powering, feathering,
fill-in, fuzzy, ghosting, hickeys, mottle, picking, piling, rubbing,
scuffing, screening, scumming, setoff, flaking, spreading,
strike-through, tinting
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Physical Container Design
Print Technologies - 1
 Types
• Non-Impact –

laser, ink jet; thermal, thermal transfer;
magnetography; dielectric and ion deposition
• Impact –

dot matrix; daisywheel; band; chain
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Physical Container Design
Print Technologies - 2
 Types
• Character

prints one character at a time; one printhead; typically desktop-type
• Line

Up to 132 printheads; extremely fast; large data processing
• Page

prints a full page at a time
• Dot matrix

characters formed from an array of dots
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Physical Container Design
Manufacturing - 1
 Printing Types

Offset Litho – image applied to flexible metal (or paper)
printing plate via bright light, chemical processing; image
applied to substrate via rubber blanket and “oil and water don’t
mix” reaction


Uses: Forms, high-end labels, commercial printing
Flexography – direct image process via flexible, relief-image
plates; no water used

Uses: Paperboard, corrugated cardboard, film, foil,
laminates
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Physical Container Design
Manufacturing - 2
 Printing Types – continued

Gravure (intaglio) - direct imaging process; image etched
directly onto the surface of printing cylinder; very fluid inks
Uses: high fidelity reproductions, e.g., National Geographic
magazine

Thermography – addition of special powder to wet ink to
create the appearance of embossing when dry; high shine;
less expensive than engraving; head used to set the ink
powder
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Physical Container Design
Manufacturing - 3
 Composition
• High End – Mecca 2000, Digicomp
• Desktop - OneForm Plus, F3, Informed, Adobe Designer
• Page Layout – QuarkXpress, PageMaker, Freehand, many
others
 Proofing
• Types – photocopy, contact print, blueline, velox, PMT, film
positive, chromalin, matchprint, press proof, digital image
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Manufacturing - 4
 Platemaking
• Offset Litho – metal or paper plates; film negative to plate,
film positive to plate, computer-to-plate; all use bright, xenon light
to expose image onto plate; chemical processing to expose rightreading image
• Flexo – rubber or photopolymer plates; reverse
image to plate; chemical processing to expose
reverse-reading image
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Physical Container Design
Manufacturing - 5
 Presses
• Web – unwind / infeed, printing, numbering / imprinting,
processing, rewind / delivery
• Sheet-fed – sheet bed, printing, numbering / imprinting,
delivery
• Perfecting – prints both sides of the web simultaneously
• Pack-to-Pack – unfolds, prints and refolds a pack of
preprocessed paper
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Physical Container Design
Manufacturing - 6
 Presses – continued
• Multi-web – prints, collates and folds a multi-part form
in one pass
• Dry Offset – no dampening system; indefinite life of plates;
typically used for long-run printing of stock forms and stock tab
• Letterpress – platen (offline processing and numbering); flatbed cylinder and rotary (small commercial printers)
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Physical Container Design
Manufacturing - 7
 Presses – continued
• Digital

Xerox Docutech

HP Indigo

Xiekon

Heidelberg (Kodak engine)

Canon
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Physical Container Design
Manufacturing - 8
 Collators
• continuous and unit set
• carbon interleaving capability
• fastenings - gluing and crimping
• cross perforation to paper and carbon, if used
• additional processing – punching; perfs parallel to
the web; bar coding; slitting and crash numbering
• Other – pack-to-pack; cut sheet
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Physical Container Design
Manufacturing - 9
 Encoders
• Inline with press or collator
• Offline as stand-alone
• Numbers that are typically scanned
• Utilizes a ribbon instead of inkpad
• Typical numbering systems –
Arabic, MICR, OCR, barcodes
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Physical Container Design
Manufacturing - 10
 Bindery
• Spot stitching
• Stapling
• Line sewing
• Bundlers
• Shrink wrappers
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Physical Container Design
Manufacturing - 11
 Bindery – continued
• Cutters
• Drills
• Folders
• Film wrapping
• Inserters
• Stitchers
• Edge binding
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Physical Container Design
Manufacturing - 12
 Affixers
• Offline stand alone: integrated with a collator;
inline
• Affixes envelopes, cards, coins, packets,
labels and other products to forms
• Tippers
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Physical Container Design
Design Analysis - 1
 Understanding requirements
(Intent of the form)
 Convert to design elements
 Look for areas of improvement (meet with users)
 Select the “form of the form”
 Calculate expected ROI
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Physical Container Design
Design Analysis - 2
 Macro Analysis
 Regular (scheduled) Reviews
 Ad hoc Analysis
 Process Diagrams
 Return-on-Investment Analysis
 End Result: Solve the Business Problem
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Physical Container Design
Design Analysis - 3
 Pertinent Issues
Sources of Data:
Handwritten
Optical scan
Typewriter
Optical mark scan
Keyboard
Magnetic Ink read
Bar Code scan
Database tables

RFID
Audio Tape
Video Read
Touch screen
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Physical Container Design
Design Analysis - 4
 Questions –
• Who will use this form?
• What do people do with the form?
• What is the fill environment?
• Where do the data come from?
• Where will the users use the form?
• When is the form completed?
• Why is the form necessary?
• How do people use the form?
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Physical Container Design
Design Analysis - 5
 Form Users (from an analyst’s perspective)
• Form Owners
• Technical Users (specifiers)
• Process Users
• Counselors (coaches)
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Physical Container Design
Design Analysis - 6
 Cardinal Principles:
• Forms must be easy to WRITE
• Forms must be easy to READ
• Forms must appear easy to USE
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Physical Container Design
Product Types - 1
 Cut Sheets
Typically single-ply; more and more multi-part carbonless
being used; hand-filled or used in non-impact printers
 Continuous
Single or multi-part; carbons or carbonless; for non-impact
and impact printers
 Unit Sets
Multi-part; carbons (stub) or carbonless (glued edge);
hand or typewriter filled
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Physical Container Design
Product Types - 2
 Mailers
Single-ply; postcards; folded sheets, heat seal, pressure seal,
Info-Seal
 Secured Documents
Negotiable documents (checks, bonds); transcripts, currency,
prescriptions, gift certificates, many more
 Sales Books and Registers
Book-bound unit sets
 Pegboard
A specific form system typically used in medical / dental offices.
“One-write” systems
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Physical Container Design
Product Types - 3

Envelopes
stock and custom; window and standard; usually contain
an adhesive for sealing (lick ‘n’ stick; peel ‘n’ seal; latex);
business; specialty

Labels
ISL; Product ID (prime): Specialty; Cheshire; pressure sensitive
and re-moistenable

Tags
Products; tag paper stock; wired; fabric; unit sets; continuous;
single or multi-part

Other:
(Books, stencil labels, joined web)
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Physical Container Design
Secured Documents - 1
 Design Features
• Micro Printing
• Intricate borders
• Void pantographs
• Guioches
• LogoDot
• Distortion
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Physical Container Design
Secure Documents - 2
 Paper Features
• Brown Stain
• Black Stain
• Watermarks
• Florescent Fibers
• Planchettes
• Security Threads
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Physical Container Design
Secure Documents - 3
 Inks
• ThermoChromatic
• UV Sensor
• Erasure-resistant
• special bleeds
• Florescent
• White ink
• Scratch off
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Physical Container Design
Secure Documents - 4
 Printing Features
• Drop out inks
• Double strike numbers
• Holograms
• Artificial watermarks
• Split fountain printing
• Foils, laminates
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Physical Container Design
Secure Documents - 5
 Issues
• Secure access to checks
• Secure features on checks
• Secure distribution
• Accountability of numbers, waste
• Special printer software to detect presence of features
• Positive pay systems
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Physical Container Design
Acknowledgment
Essociates Group, Inc. wishes to
acknowledge and thank
WARD KRAFT
and others for their time and generosity
in providing the form samples we used
in this class.
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Standards & Conventions
Definitions - 1
size / orientation
fonts & rule weights
positioning
logo usage / proximity
grouping
density / white space
color
instructions / help
format
specifications
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Standards & Conventions
Definitions - 2
form title
bold type
form number
reverse type
edition date
color text
page numbering
screening
captions
check boxes
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Standards & Conventions
Standards - 1
 Size – ref: Page 16 of Model Style Guide
• Usually 8 ½” x 11” – paper forms
• “Standard” size envelopes
 Positioning
• Logo and company name at top left
• Title at top right
• Form Number / Edition Date at bottom left;
page number at bottom right
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Standards & Conventions
Standards - 2
 Group / Sequencing By Zones
• Identification Zone – Company and form identification (logo,
form title, company name and address)
• Instruction Zone – Provide any instructions for the overall
form
• Introduction Zone - Name, address, phone, fax, eMail fields
displayed together
• Body Zone – One or more sections regarding form purpose
• Closing Zone – Totals, signatures, routing
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Standards & Conventions
Standards - 3
 Color – ref: Page 17 of Model Style Guide
• Paper / screened background – white
• Logo often displayed in color on external forms and
(sometimes) in black and white on internal forms
• Ink for container usually black
• Emphasis / spot color – usually red or a color pulled from
the company logo if it is printed in color on the form
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Standards & Conventions
Standards – 4
 Format – ref: Page 14 of Model Style Guide
• Left to right / top to bottom
• Data sectioning / logical sequence fields
• White space
• Upper-left corner captions
• Check boxes always to the left of captions
• Signatures usually at the bottom of form
• Distribution at bottom (multi-part form sets)
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Standards & Conventions
Standards - 5
 Fonts and Rule Weights –
•
•
•
•
•
•
•
Use serif fonts for Instructions / Help
Use sans serif fonts for captions
12-14 point form title / 7 – 9 point captions
½ point to 1 point full value rules
Hairline rules – less than ¼ point
Screened rules where appropriate
Screened areas in lieu of rules
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Standards & Conventions
Standards - 6
 Logo Usage / Proximity –
ref: Page 18 of Model Style Guide
• Adhere to Style Guide rules
• Use only approved design(s), size(s) and color(s);
avoid any distortion
• Use only where authorized
• Honor standard isolation area rules
• Remember that its business forms can be good
marketing tools for the organization
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Standards & Conventions
Standards - 7
 Density and White space –
ref: Page 14 of Model Style Guide
• Design for BOTH form users:

the one who completes the blank form

the one who reads the completed form
• Make the form look easy to complete
• Don’t pack a gallon into a pint container
• Use white space to separate discrete sections
of the form and to guide the eyes of the users.
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Standards & Conventions
Standards - 8
 Instructions and Help – ref: Page 13 of Model Style Guide
• Write for a third-grade reader

Language on form may be a second language for the user

Flesch test
• Paper forms:

locate instructions near to where they’re needed

use plain language; stay away from jargon
• Electronic forms:

Use tool tips where appropriate

Supply a “search” capability when possible
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Standards & Conventions
Standards - 9
 Specifications
• Paper forms:

Adhere to industry manufacturing standards
whenever possible to control costs

Clarify manufacturing requirements

discuss all the specifications with your vendor
• Electronic forms:

Identify related databases; system(s)

Integrate electronic workflow(s)
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Standards & Conventions
Conventions - 1
 Form Number / Edition Date –
ref: Page 12 of Model Style Guide
• Form Number: 4 or 5 digits

No “significant” characters

Prefix or suffix ONLY to specify version:
language or ‘state/legal’ variations
• Edition Date: (mm/dd/yyyy)

Even the first edition gets a date!

Changes ONLY when layout changes
• Record Number: (AutoIncrement)
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Standards & Conventions
Conventions - 2

Uses of Form Number
• Search / Find
• Reference in procedures
• Identity on form
• Legitimizes the form

Form Number Does Not:
• Define responsible department or cost center
• Provide account codes
• Provide system ID
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Standards & Conventions
Conventions - 3
 Page Numbering
• No need to number one-page forms
• Indicate “Page __ of __ pages” on all pages
• Include form number and edition date with
page number on subsequent pages
• Position page numbers in footer area
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Standards & Conventions
Conventions - 4
 Captions – ref: Page 13 of Model Style Guide
• Captions in upper / lower case type
• Upper-left corner captions preferred
• Caption followed by rule: acceptable
• Caption below rule: NOT acceptable
(except for some signature lines)
• Length of variable data entry, not the caption,
controls size of the entry space
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Standards & Conventions
Conventions - 5
 Bold Type
• Use for section headings only
 Reverse Printing
• Use sparingly and be sure they are BOLD type –
no exceptions; avoid, if possible, on faxed forms
 Color Text
• Use limited to special emphasis only
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Standards & Conventions
Conventions - 6

Screening – ref: Page 14 of Model Style Guide
•
•
•

Check boxes
•
•
•

Use to de-emphasize structural rules
use to differentiate special data areas
Avoid on faxed forms
Position to the left of choice option
position the box and the caption snugly together as a visible unit
Leave sufficient space between selections to avoid “which goes where?”
confusion
Other graphic devices
•
Use as needed and appropriate
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Standards & Conventions
Quotable Quotes
 “Proper prior planning prevents
pitifully poor performance.”
 “If you don’t know where you’re going,
any road will take you there.”
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Physical Container Design
Design Techniques - 1
 Zoning
 Special Areas
 Design Styles
 Grouping
 Sequencing
 Spacing
 Drawing Objects
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Physical Container Design
Design Techniques - 2
 Restrictions and Qualifiers
• Paper forms
 Style Guides
 Design Standards
 Design Conventions
 Using Life Cycle
 Pre- and Post Processing
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Physical Container Design
Design Technique - 3
 Drawing Objects
 Adding Fields
• Paper forms
 Proofing
 Testing
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Physical Container Design
Design Issues
 Automated Processing
• Roll-feed Systems
• Roll Rewinders
• Folding, inserting and mailing
 For Manual Forms
• Decollating
• Bursting
• Trimming
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Physical Container Design
Testing - 1
 Traditional Methods
• Opinion surveys
• Pilot studies
• Readability scores

Flesch Test

Fog Index
• Focus groups

Problem: doesn’t focus on real
user problems, only opinions
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Physical Container Design
Testing - 2
 Observational Methods
• What they show us




Why people go wrong
Real needs of users
Highlight specific problems
Form filler behavior
• Form is studied in real environment
• We see what really happens
• Enables progressive improvements
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Physical Container Design
Deployment Strategies
 Produce for inventory
 Produce on demand & ship to
user
 Pick ‘n’ pack
 Print-on-demand
 Distribute, then print
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Physical Container Design
Deployment Issues
 Purchasing
 Requisition
 Warehousing and distribution
 Obsolescence
 Digital asset management
 Printer support
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Physical Container Design
Test of Knowledge
Quiz . . .
Container Design Exercise . . .
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Electronic Container Design
Product Types
 pForms
paper, or other physical substrates
 eForms
digital forms used in non-browser
environments
 iForms
digital forms used in browsers
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Electronic Container Design
Levels
 Print-on-demand
 Fill and print
 Fill and submit
 Intelligent electronic forms
 Enterprise-enabled
 Applications
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Electronic Containers
Introduction
 Quick History Lesson
• What is the Internet?
• What is the World Wide Web?
• What is the W3C?
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Electronic Containers
Browser - 1
 What is it and how does it work?
• It’s a program used to visit web pages
• It works by using a protocol called HyperText Transport
Protocol (HTTP) to request a specially encoded text
document from a web server. This text document contains
special markup code written in HyperText Markup
Language (HTML). This markup is interpreted by the web
browser, the job of which is to render the document’s
content in an appropriate manner for the user’s
convenience.
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Electronic Containers
Browser - 2
 What is it and how does it work?
• The HTML may include such things as references to other web
documents using hyperlinks, suggestions for text color and
position, and other content such as images and audio and visual
(“multimedia”) content
 Types
• PC and Mac – Internet Explorer, Netscape, Opera, Firefox
• Unix / VMS – Lynx (http://lynx.browser.org), w3m
• Amiga – VoyagerNG, Mosaic and others
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Electronic Containers
Networks - 1
 Definition:
• A network consists of two or more computers
connected together to share information.
• All networking builds off this simple system.
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Electronic Containers
Networks - 2
 Components
• Computers
• Protocol
• Network Interface Cards (NICs)
• Cable
• Hub
(Note: Wireless networks obviously don’t use
cables and NICs aren’t necessary for small
networks that use parallel / serial ports.)
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Electronic Containers
Networks - 3
 How does it work?
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Electronic Containers
Networks - 4
 Classification
• Size – Local Area Networks and Wide Area Networks
• LANs – Peer-to-Peer; Client Server
• Client LANs – Windows 2000
• Security and Access
• Protocol
• Hardware
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Electronic Containers
Networks - 5
 Servers
A server is a computer running software that enables it to serve
specific requests from clients.
• Types

Client Server - Most common

Peer-to-Peer - Most popular application today is Internet
music swapping; KaZaA, Morpheus
(Note: By definition, Napster was ultimately deemed not to be
P2P because the pass-thru server logged and tracked files.)
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Electronic Containers
Networks - 6
 Servers
• Client Server

Benefits:

Optimization

Centralization

Security

Redundancy and Back-up
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Electronic Containers
Networks - 7
 Servers
• Client Server (continued)

Hardware:

Dedicated CPU

Multiple processor support

Large amounts of RAM supported

Fast input / output and network cards
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Electronic Containers
Networks - 8
 Servers
• Client Server (continued)

Software:


Network Operating System (NOS) – Windows NT / 2000,
Novell Netware, Linux
Features: File and Print serving, backup and some method
to secure those resources; Some NOSs will include a web
server or mail server.
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Electronic Containers
Networks - 9
 Servers
• Client Server (continued)

Software Applications:

Mail Servers – Microsoft Exchange, Eudora Mail Server

List Servers – LISTSERV, Lyris, Arrow Mailing List Server

Fax Servers – ReplayRax, FaxMaker, eFax Messenger

Web Servers – Apache, IIS
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Electronic Containers
Networks - 10
 Servers
• Client Server (continued)

Software Applications: (continued)

Database Servers or DBMS – MySQL Server, Oracle, IBM DB2

Web Application Servers – Cold Fusion


Terminal Server or Communication Server –
Dumb terminals; MS Windows GUI thin client
Proxy Servers – MS Proxy Server, Wingate
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Electronic Containers
Fillers
 Types
• Client-based software that interacts with Web
servers. They manage the specific client to
various OS and browsers.
• Proprietary fillers include FormFlow Filler,
Cerenade Filler, FileNet Filler.
• Free, widely-distributed fillers include Windows
32 bit client (Visual Basic), Acrobat Reader.
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Electronic Containers
Multiple Pages
 Paper Forms
Each page is usually a separate sheet with separate form number
 Electronic Forms
May contain an unlimited number of pages. Usually accompanied by a
navigation method such as “Next,” “Previous,” “First Page,” “Last
Page” (or arrows indicating such.
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Electronic Containers
Drawing Techniques
 Code-based Systems
Lotus Notes, Xerox, IBM, HTML, Elixir
 WYSIWYG Systems
Most modern forms design software use drawing tools for
lines, boxes, text, circles, etc.
 Import Functions enable vector
conversion for edits
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Electronic Containers
New Technologies
 Compatibility Issues
 New Standards
(XML, JavaScript, Java Applets, Mac OS, Windows XP)
 Competing, often incompatible
systems
 Emerging Standards
(Print Talk, JDL, Microsoft.net, Xforms)
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Test of Knowledge
Exercise Time . . .
 Define the differences between
electronic and Internet forms.
 Give examples of when to use each.
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Electronic Container Design
Electronic Forms Issues - 1
 Inside the firewall
• IT structure and standards controls what can be done
• Standardization of software used, desktop interface,
networks and database interaction
• Users are known through a user ID and password
• Access and security rules, as well as business rules, can
be enforced
• Signatures can be managed through logins and locking
methods
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Electronic Container Design
Electronic Forms Issues - 2
 Outside the firewall
• Registered users – can be managed
similar to inside-the firewall
• Anonymous users – holds most potential
for eCommerce but many issues
unresolved
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Electronic Container Design
Electronic Forms Issues - 3
 Electronic Commerce (eCommerce)
• Includes customization, one-to-one
marketing, ordering, status checking,
credit card processing, and customer
service opportunities

Link to slide 249
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Electronic Container Design
Designing for the Web - 1
 Development
• Who develops forms?
• Process for new forms, revisions
• Obsolescence policy
• Forms control (numbers, applying standards)
• Retention policy
• Approvals
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Electronic Container Design
Designing for the Web - 2
 Distribution
• Local save

eMail support

Local save and print
• Servers

Forms portals

User access controls

User submission of filled forms
• Security policy
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Electronic Container Design
Designing for the Web - 3
 Support
• User training
• On-line help
• Help desk support
• Instruction manuals
• User guides
• Designer training
• Level of support (24 X 7 ?)
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Electronic Container Design
Designing for the Web - 4
 Software Selection
• Design software
• Client software (fillers)
• Edition management
• Workflow design software
• Compatibility with existing systems
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Electronic Container Design
Designing for the Web - 5
 Output Strategy
• Save and print
• Database access
• Multiple versions support
• Offline and online
• Multiple device support
(PDAs, notebooks)
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Electronic Container Design
Designing for the Web - 6
 Management Reporting
• Metrics and statistics tracking
• Enhancement requests
• User satisfaction levels
• Strategic support (mission, goals)
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Electronic Container Design
Designing for the Web - 7
 Mapping / Programming
• Level of complexity supported
• Out-of-the-box functionality
• Tools to be used
• IT support required
• Outside resources required
• File and field naming conventions
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Electronic Container Design
Designing for the Web - 8
 Routing
• Attach to eMail
• Rules-based routing
• Status tracking
• Multiple, simultaneous routing
• Approvals capture and security (un-sign)
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Electronic Container Design
Designing for the Web - 9
 Database Connections
• Read
• Write
• Permissions and connections
• Open Data Base Connectivity (ODBC)
• Roles

Data Administrator

Database Administrator (DBA)
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Electronic Container Design
Designing for the Web - 10
 Storage and Retrieval
• Data and container separate?
• Associate data to edition of container
• Records Management requirements
• Archiving, allowing for technology changes
• Backup
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Designing for the Web - 11
 Security and Privacy Issues
• Secure servers (https protocol)
• Intrusion detection
• Data encryption
• Secure access
• Secure features on a form
• Compare to security of a paper form
• Associate cost to business risks
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Designing for the Web - 12
 Other considerations
• Workflow analysis
• Need to support paper forms in same system
• Source file management
• Dealing with bootleg forms creation
• Interfaces to other systems
• Search capabilities
• Forms portals
• Managing obsolescence
• IT Department support
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Designing for the Web - 13
 Signatures
• eSign and UETA
• Signature verification is all about the process

Can you document it?

Can you prove it?

Can you reproduce it?

Is it secure?
• Security versus usability are competing factors
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Designing for the Web - 14
 Signatures - continued
• Three things to remember:
1.
Once introduced, requirements will grow rapidly
2.
Compliance is a significant component of the solution
3.
Committing resources to a non-strategic function
is always more expensive
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Designing for the Web - 15
 Front-end Process
• Authenticate user (passwords, smart cards)
• Consent to transact electronically
• Maintain document format (no fillers!)
• Present without download
• Record of delivery and acceptance (workflow
and business rules embedded into the process)
• Establish intent to sign
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Electronic Container Design
Review Standards and Conventions
 Lets review the standards and
conventions we discussed
yesterday and compare and
contrast them between paper and
electronic forms
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Electronic Container Design
Design Techniques - 1
 Zoning – can be replaced by sub-forms,
hidden fields, hidden pages
 Setting preferences – object properties
 Box and columnar design using tables
 Grouping – same as pForms
 Sequencing – tab order
 Spacing – designing to fit the data field
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Design Techniques - 2
 Field Types
 Drawing fields – stepping
 Masks
 Restrictions and qualifiers
 Use the Style Guide
 Data formats and types
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Data Formats
 Data Formats
• Standard

ASCII

HTML, XML
• Proprietary

.doc, .xls, .ppt

.g, .elf
• Generally accepted

.PDF, EPS, PostScript, DBF
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Electronic Container Design
Web Technologies - 1

HTML Editor

XML and XSLT

Compiled languages

Scripting languages

Common Gateway Interface (CGI)

Database technology

Web Authoring tools

Applets and Servlets
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HTML - 1
 Basic Page Structure
•
•
•
•
•
•
•
<html>
<head>
<title>Title goes here</title>
</head>
<body> Body goes here
</body>
</html>
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Electronic Container Design
HTML - 2
 Common HTML Tags
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Electronic Container Design
HTML - 3
Creating HTML Forms
 Common form tags
<form> defines a form
<input> defines an input field
<select> defines a selectable list
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Electronic Container Design
XML - 1
 Review of XML
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Electronic Container Design
Web Technologies - 2
 Compiled languages are converted to
machine language using a “compiler.”
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Electronic Container Design
Web Technologies - 3
 Scripting languages execute one line at a time and
do not need to be compiled
• JavaScript
• PHP
• Practical Extraction and Report Language (PERL)
• Active Server Pages (ASP)
• Java Server Pages (JSP)
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Web Technologies - 4
 Common Gateway Interface (CGI)
• a programming interface between a web
server and the systems’ backend functions –
such as processing systems and databases
• allows web servers to perform data functions
and interact with users
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Electronic Container Design
Web Technologies - 5
 Common Gateway Interface (CGI)
• Server-side programs or scripts –
all processing occurs on server
• Client-side solutions include Java applets,
Java scripts, and ActiveX controls
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Electronic Container Design
Web Technologies - 6
 Relational Databases
• Data Structure
Data are organized in the form of tables with rows and columns
• Data Manipulation
Powerful operations (SQL) are used to manipulate the data
• Data Integrity
Business rules are applied to maintain integrity during
manipulation
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Electronic Container Design
Web Technologies - 7
 Open Data Base Connectivity (ODBC)
• a standard method of sharing data between
databases and other programs
• ODBC drivers are the standard Structured
Query Language (SQL) to gain access to
data from outside sources
• Each database program requires a different
driver
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Web Technologies - 8
 Database Use for Electronic Forms
• Any form that can provide the ability to save
and recall the variable fill data requires the
use of a database
• It may be a simple table or a multiple table
database, or even multiple databases
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Electronic Container Design
Web Technologies - 9
 Web Authoring Tools
• Microsoft FrontPage
• Macromedia Dreamweaver
• Adobe GoLive
• NetObjects Fusion
• Many HTML editors available
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Electronic Container Design
Web Technologies - 10
 Access: Three levels
1. Access to the system
2. Access to the form
3. Access to the information on the form
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Electronic Container Design
Web Technologies - 11
 Compatibility
• Competing, proprietary software

List of software providers
• Proprietary technologies

Microsoft, Sun Microsystems, Adobe Systems
• Form standards?

Xform standard (recommended by W3C)

PDF (widely adopted- recommended by Adobe)

XML (W3C) developed – widely supported)
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Electronic Container Design
Web Technologies - 12
 “Xforms” is W3C’s name for a specification of Web
forms that can be used with a wide variety of
platforms including desktop computers, hand-helds,
information appliances, and even paper.
 Decoupled data, logic and presentation
 Has yet to gain traction
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Electronic Container Design
Web Technologies - 13
 Server-side Considerations
• Scripts
• Web services
• Database access
• Login, password management
• Encryption
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Electronic Container Design
Deployment Strategies - 1
 Adobe Acrobat products
 Microsoft InfoPath
 CGI (Open Source)
 Proprietary
 Form Router
 Catalogs
 Portals
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Electronic Container Design
Deployment Strategies - 2
 Microsoft
• InfoPath is available only with Office 2003
Enterprise Edition (full functionality)
• InfoPath is available as a standalone product
(limited functionality)
• Users must have InfoPath to open a form
• Does not seem viable outside the firewall
• Does not support HTML forms, nor PDF
• Expensive
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Electronic Container Design
Deployment Strategies - 3
 Adobe
• Most users have the free Reader, which limits what
they can do with a PDF file
• Adobe requires a server product to extend Reader
functionality
• Server products have minimum licensing requirements,
such as 20 forms or 20 users. Starts at $75,000 + US
(my estimate)
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Deployment Strategies - 4
 Open Source
•
•
•
•
•
•
•
There is no open source designer
Apache server
MySQL database
PERL or PHP scripts
HTML / XML
JavaScript
Must put it all together
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Electronic Container Design
Deployment Strategies - 5
 Proprietary
• In addition to the design software, deployment
requires use of a proprietary filler software
usually licensed on a per form or per user basis.
• Filler software must be installed on client PC, with
concomitant upgrades
• May require proprietary scripting language
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Electronic Container Design
Deployment Strategies - 6
 Outsourced
• Build simple forms (or send FormRouter your form)
• Set alerts – each time a form is submitted
• Host your form 9on their server)
• Collect your data
• Download responses
• View results
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Electronic Container Design
Deployment Strategies - 7
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Electronic Container Design
Deployment Strategies - 8
Portal example – State of Missouri
http://www.oa.state.mo.us/gs/form/fm_eforms.htm
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Electronic Container Design
Test of Knowledge
Quiz . . .
Exercise . . .
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Electronic Container Design
Demonstration
Create and deploy an electronic and Internet
form
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Thank You for Attending
Contact Information
Ray H. Killam, CFC, CFSP
President, Essociates Group, Inc.
13305 W. 126th Street
Overland Park, KS 66213
913.284.6573 phone - 913.393.0152 fax
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