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Making The Transition Making The Transition from Paper Forms To from Paper Forms To
Electronic FormsElectronic FormsBusiness Forms Management
AssociationMay 16, 2001
“The newest innovations...have begun to alter the manner in which we do business and create value, often in ways not readily foreseeable even five years ago.”
Alan GreenspanChairman,
Federal Reserve BoardMay 6, 1999
What Is A Form?What Is A 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
Forms AnalysisForms 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.
Design AnalysisDesign 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.
Forms ManagementForms 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.
Why Do People Use Why Do People Use Forms?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
Where Do Forms Where Do Forms Requests Originate?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
Production ProcessProduction Process
Analysis Design Layout Proof Negative Production When does the form go digital?
Five Levels of Electronic Five Levels of Electronic FormsForms
Desktop print on demand Desktop fill and print Intelligent form Enterprise form Automated form application
How does one determine How does one determine whether a form should be whether a form should be PaperPaper or or ElectronicElectronic??
. . . or . . . or both?both?
How does one determine How does one determine whether a form should be whether a form should be PaperPaper or or ElectronicElectronic??
. . . or . . . or both?both?
There are Similarities and There are Similarities and there are Differencesthere are Differences
Paper Forms• Materials• Manufacturing
techniques• Storage &
distribution• Filing &
Archiving• Version Control
Electronic Forms• Platform• Access• Interfaces• Routing• Storage &
Archiving• Version Control
What impactWhat impact willwill AutomationAutomation have on a have on a form?form?
NeedUsageInterfacesEffectiveness
Distribution
FilingArchivingLegal Issues
Analysis For Electronic Analysis For Electronic FormsForms
Same basics as for paper forms Additional considerations:
• computer platform(s)• network configurations• interface to other system(s)• routing requirements• printer(s)
Design For Electronic Design For Electronic FormsForms
User comfort level
Graphic standards
Color Screen resolution Information
availability Help screens
Information suppression
Database interface
File size Printer
constraints E-mail access Security
The Internet impactThe Internet impact
E-commerce • an undeniable business strategy• a critical component of our
economy• growing exponentially• automating the supply chain• automating customer interactions
U.S. e-commerceU.S. e-commerce
43109
1331
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200
400
600
800
1000
1200
1400
US
do
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Business-to-business Business-to-consumer
Source: Forrester Research
Business-to-businessBusiness-to-business
Transaction processing Customer service Changing roles Cohesive strategies
• Does your company have an e-business strategy? How about an e-forms strategy?
Designing For The Designing For The InternetInternet
What is an Internet “Form”?• Visual Basic forms• Database forms• HTML forms• Lotus Notes forms• Java forms• One Form Plus, and other “true”
forms
Internet Forms DesignInternet Forms Design
Separate the “form” into two parts• Container• Data collection
Consider the needs of the container• Must function as a form for ease of use• Life cycle may be short, or permanent• Legal requirements• Functionality, Corporate image,
versions
Internet Forms DesignInternet Forms Design
Principles are the same Tools are quite different
• Graphics requirements• Software used• Interaction with databases
Consider print requirements• PDF ( Acrobat 4.0 or 5.0)
Web Site DesignWeb Site Design
Structure of the site Use of plain language Make it conversational, less formal Use hyperlinks to related sites Goals are different from forms
• Encourage readers to return• Make it easy to find additional
information• Navigation
Web Site DesignWeb Site Design
Consider marketing needs above technical needs
Avoid large amounts of text Focus changes from cost
management to revenue generation
Newer technologies - Cold Fusion, Javascript, XML
Two Truths...Two Truths...
Words still drive most of a web site
People do not read material on the web the same way they read print
Two Principles...Two Principles...
It’s a pull medium
People don’t go there to read
Pull MediumPull Medium
You have no audience - all you have is readers who find you
It’s not like surfing on TV - you only click on what interests you. It’s more like “diving.”
People Don’t Read On The People Don’t Read On The WebWeb
They scan the page, looking for what they want
Research shows:• 79% scan the page instead of reading• People scan first to the center, then to
the left, then right• Reading “light” is tough (less blinking)• Scrolling through text can induce
nausea
Tips For Web WritingTips For Web Writing
Write short - average visitor gives you 11 seconds
People will scroll when they know the information is there
Write more like you talk - even adopt a persona
Be active - use strong active verbs Use hyperlinks effectively - use a
call to action
Web Commerce Web Commerce DevelopmentDevelopment
Generating traffic to the site Establishing goals Channel conflicts Advertising Combining with digital printing Lower cost of orders
Forms Management On Forms Management On The WebThe Web
Forms requisitions Reorder management Order status queries Desktop Print-On-Demand Electronic proofing Forms specification control Forms analysis
Now You’re Thinking Now You’re Thinking Electronic FormsElectronic Forms
Don’t view paper as the “enemy” Develop Web-based solutions for
end users View forms in their entirety remember - ROI! Learn the technology
• HTML, Java, Visual Basic, XML, Javascript, Cold Fusion, CGI
Partnering With IT Partnering With IT ProfessionalsProfessionals
They understand the data requirements, we understand the container requirements
Revision control, user access, archiving, design - these are our areas of expertise
Work with IT to establish mutual respect
Be a visionary- focus on results
Future Print Procurement Future Print Procurement ModelModel
Production of most print products will be digital
Requisitions will be Internet-based
Digital asset management will be essential
Inventories of printed products will become obsolete
Future Print Production Future Print Production ModelModel
Offset production will become irrelevant
Requisition systems will, in reality, become production order systems
The real opportunity will be in service, not print
Premium will be on distribution
Digital ProductionDigital Production
Technology continues to improve Costs continue to decline Access to users continues to
improve Requirements continue to tighten
• Faster• More flexible• Lower costs• Eliminate obsolescence
Digital ProductionDigital Production
Run lengths can be very small Production can occur when
each user requisitions Producing at requisition means
inventory can be eliminated Elimination of inventory means
no obsolescence risk or cost
EnablersEnablers
Digital asset management will continue to improve giving immediate access to file worldwide
Document management will be vital New digital technologies will emerge,
such as electrocoagulation Order management systems will be
developed
PredictionsPredictions
Offset production facilities will become increasingly specialized and eventually irrelevant
Requisition systems will become, in reality, production order systems
Pre-press systems will become pre-flight systems and will be pushed to the user level
PredictionsPredictions
Print demand will grow - users want it Bindery requirements will be very
important, but options will tend to standardize
For print providers, the real sale will be in the service not the product
Product production will be a commodity
Interesting SitesInteresting Sites
demandprint.com/demo collabria.com amgraf.com iprint.com webprint.com mediaflex.com httprint.com