Forms Analysis and Design
Fundamentals
BFMA Seminar
Minneapolis, MN
Ray H. Killam, CFC, CFSP
2
Credits
Marvin Jacobs “Forms Design II-The
Course For Paper and Electronic Forms”
 Carl Brannon, CFSP, CFC

3
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, Inc.
4
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.
6
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, distribution, and use
costs through standardization; and
 ensuring the adequacy, business as well as legal, of all
historical records.
Copyright 1986 - Business Forms Management Association, Inc.
7
METHOD
 the
manual or mechanical means by
which each operation is performed
– an individual step
8
PROCESS
a
series of planned steps using those
resources needed (humans, equipment
and software) to execute recurring
operations uniformly and consistently
– several combined steps
9
SYSTEM
 the
people, facilities, equipment,
information, forms and other resources
required to complete a major phase of
administrative work
– a whole flight of stairs
1
Why do people use forms?
 to
keep an organized record of the work
they perform while doing their jobs
 to communicate to others
– new information and ideas
– status of accomplishments-to-date
 to
be able to recover information about
work that has already been completed
11
Where do form requests
originate?
new requirements and/or revisions
 areas within the organization requiring
assistance to realize potential savings
and/or to increased efficiency
 areas where problems are known to
exist
 regularly scheduled operational form
reviews

1
Why not just let the user
draw up the form the way
s/he wants it?
They are too likely to violate one of the
Cardinal Principals:
 Forms must be easy to WRITE
 Forms must be easy to READ
 Forms must appear easy to USE
1
Why apply the
ANALYSIS PROCESS
to form systems?
Because without analysis . . .
 the use of the form cannot be simplified
 the data integrity cannot be improved,
and
 the business process has little chance of
becoming more effective
1
The Components of the
Analysis Process
Plan the project thoroughly
 Set clear project objectives and scope
 Define both resources and opportunities
 Conduct study and propose solutions
 Implement and test the best solution
 Measure success against objectives

1
Fact Gathering
Tools and Techniques
Current system
documentation
 Observation
 Interviews
 Work measurement
 Benchmarks
 Flow charts

1
Identify
Alternative Solutions
Consider, as appropriate:
 Research resources
 Potential approaches
 Decision tables
 Brainstorming techniques
1
Review: Components of the
Analysis Process
Thorough project plan
 Clear objectives & scope
 Definition of resources and opportunities
 The system & process studies themselves
 Proposed solutions / alternatives
 Documentation / testing / implementation
 Objective success measurement

1
Develop the
Recommendations
Target the audience
 Select the right approach

– Inductive (particular to general)
vs.
– Deductive (general to particular)
– Style and content of the final
document or oral presentation
2
Make the Presentation

Audience evaluation

– Who's Who?

Environment control
– Formal or informal?

– Lights & Temperature

Choreography
Visual aids / Media
– Multi-media needed?
Handouts
– When to distribute?

– Who sits where?

Format and Style
Length of presentation
– rigor mortis of the rump

Delivery Techniques
– One / many presenters
2
System Implementation
Issues
Working with the users
 Assuming system ownership
 Establishing authority
 Assigning responsibility
 Motivating enthusiasm for change

2
Document the Results

Procedure writing

Media selection

Style of presentation

Clarity of style
2
Evaluate the System
Developing criteria
 Establishing
benchmarks
 Monitoring
techniques
 Evaluating
performance

2
The
ANALYSIS PROCESS
should complement the
Design Process
Documents the results of the studies
 Helps implement the new system
 Integrates with other (existing) systems
 Evaluates the new system effectiveness

2
Elements of effective
Forms Design?
Standards / design conventions
 Descriptive title and form number
 Appropriate instructions / help screens
 Intuitive data element sequencing
 Use of plain language
 Recognition of the power of white space
 Use of color, but only when advantageous

2
Other Design Considerations
Instructions
 Rule weights
 Font selection
 Zoning
 Graphics and logos
 Imformation
suppression

Use environment
 Data entry
 Copy
distribution
 Data recovery
 Post-processing
 Files / archives

2
Standards vs. Conventions
STANDARDS:
 Size
CONVENTIONS:
 Corporate styles
– Press limitations
– Filing considerations

Materials
– Logo usage
– Font selection

– Availability
– Cost


Bindery features
Packaging
Design preferences
– Title placement
– Form numbering


Vocabulary selection
Use of white space
2
Forms Design Principles
The form must be designed to be an
efficient information systems tool.
 The form design should be as simple as
possible to avoid detracting from the more
important fill-in data.
 The form items must be grouped into
logically sequenced zones.

3
Forms Design Principles
The spacing of form items must be
compatible with the method of fill-in.
 The forms design style must promote
efficiency for both fill-in and processing
operations.
 The form’s appearance must create
favorable responses from the users and
readers.

3
Basic Form Zones
Identification Zone
 Instructions Zone
 Introduction Zone
 Body Zone
 Closing Zone

3
Plain Language
Use simple, everyday words
 Eliminate unnecessary words
 Use reasonably short sentences
 break text into manageable pieces
 Use personal pronouns
 Avoid, or at least explain, technical terms

3
Review: Components of the
Design Process
Standards / design conventions
 Descriptive title and form number
 Appropriate instructions / help screens
 Intuitive data element sequencing
 Use of plain language
 Recognition of the power of white space
 Use of color, but only when advantageous

3
How does one determine
whether a form should be
Paper
or Electronic?
. . . or both?
3
There are Similarities
and there are Differences

Paper Forms
– Materials
– Manufacturing
techniques
– Storage & Distribution
– Filing & Archiving
– Version Control

Electronic Forms
–
–
–
–
–
–
Platform
Access
Interfaces
Routing
Storage & Archiving
Version Control
3
What impact will
AUTOMATION
have on a form?
 Need
 Distribution
 Usage
 Filing
 Interfaces
 Archiving
 Effectiveness
 Legal
Issues
3
Analysis for
Electronic Forms
Same basics as for paper forms
 Additional considerations:

–
–
–
–
–
computer platform(s)
network configuration
interface to other system(s)
routing requirements
printer(s)
3
Design for
Electronic Forms
User comfort level
 Graphic standards
 Color
 Screen resolution
 Information
availability
 Help screens

Information
suppression
 Database interface
 File size
 Printer constraints
 E-mail access
 Security

4
Review: Electronic Forms
analysis & design Differences

Same analysis considerations as for paper
forms, but with additional issues
– users / software
– equipment / networks

Same design considerations as for paper
forms, but with additional issues
– user comfort levels
– expanded visual effects possible
4
COMING ATTRACTIONS
...
Ray Killam, CFC, CFSP
will address
Advanced Forms Design
Considerations
immediately following the break.
4