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A new service from the
Oregon E-government Program
Available January 29, 2007
Introducing …
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Agenda
• Overview of the Forms Factory Service• The Business of E-forms• E-forms Plumbing – Technical Overview• E-forms Support
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Forms Factory Objectives
1. Provide a low-cost, unit-priced electronic forms service that maximizes agency flexibility, minimizes risk, and provides full support for development and ongoing maintenance of agency e-forms efforts.
2. Provide the same enterprise level of e-forms capabilities to every size and type of agency on an affordable basis
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Who is Forms Factory?
• Oregon E-government Program– Coordination, contracts, oversight, financing
• Saber Software Inc– Local forms experts providing design,
consulting, data extraction and ongoing support services
• EDS Inc– Hosting and security
• Adobe Software Inc– Providing technology, licensing, 3rd tier support
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Forms Factory Features
• Low cost – up to 80% off list, 50% off state price
• Low risk - no minimum purchase required
• Price frozen for two years; capped at 5% annually for three more years
• Agency buys licenses and services from a menu to meet their needs – from a single license to complete design, development and hosting services
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Forms Factory Features
• Assistance with process redesign, form design, and strategy available
• Local support and responsive service – if we build it, we support it
• Vendor independent - the state owns all the licenses and rights to any development
• Convenient billing arrangement
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How Does It Work?
• E-government meets with agencies to brief on capabilities, services and process.
• Agency signs master interagency agreement with e-government
• Agency fills out requirements form (an e-form itself)
• Work orders/SOWs define work and cost for each form effort
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How Does It Work?
• EDS provides hosting and security for data extraction services
• Saber Consulting provides any development or support services needed
• Adobe provides the forms technology and licensing
• Agency number, program code and PCA are captured for each form for billing purposes. Billing will be provided to agencies at the PCA level.
• A user group, listserv, and SPOC list will be created specifically for e-forms.
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What is an E-form?
• A Java program that looks like paper?– The form that you see on the computer
screen or send to a printer is actually a sophisticated Java program that imbeds intelligence in the form.
– This intelligence allows the form to check math, validate input, explain procedures, route itself, and accept passwords or signatures.
– Adobe Reader 7.0 is needed for the form to perform correctly – it actually interprets the Java code and enables the form intelligence
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What is an E-form?
• E-form vs. web form– A web form is typically developed to support a
transaction. Web forms require you to be connected, and usually don’t allow the session to be interrupted
– An e-form is typically developed to mimic an existing familiar form. It can be downloaded, filled out offline, and then submitted later when convenient
• A document or a transaction?– An e-form can provide for transactions, but it is more
than that. It is also an actual document that can be printed as a receipt or to provide for legal discovery
– E-forms attestation – unlike a transaction record, an e-form document can prevent itself from being changed, and can indicate to recipients of the document if it has been altered in any way
– E-forms can include a third-party validation via digital signatures and password approval processes
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What is an E-form?
• Encryption– E-forms allow sensitive information to be
encrypted before submittal, and omitted when reproduced
• E-form help– E-forms support contextual help – right click on
a field and help for process or content requirements is available as a pop-up
• Bar code– A “live” 2-D barcode that reflects the content of
the form is an option. Data entry for the entire form can be accomplished by wanding the barcode
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Why Use E-forms?
• Lower processing cost than paper• Reduce/eliminate bad form “churning”• Better citizen experience• Lower citizen cost• Best option for citizens to interact with
multiple agencies for a single purpose • Rapid reaction to legislative and
administrative changes
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Why Do I Need Forms Factory?
• E-forms strategic planning• No infrastructure cost• Unique technology skill sets
required• Business system integration
support• Project justification/approval
support• Capacity planning
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Forms Factory Solution
• Experts help you develop an e-forms strategy and implementation plan
• Experts helps business managers develop tailored e-forms solutions
• Experts do all the heavy lifting one-form development and deployment
• No agency infrastructure required
• Low cost, low risk approach
• Clear, concise management of billings
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Forms Factory Architecture
Web ServerLiveCycle
e-FormServices
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Citizenor Business
BusinessApplication
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Business ProcessWork Group
State Agency
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Internal Form User
EDS Data Center
E-Forms via the Web
Form Images and Extracted Form Data
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Security
• E-Forms are encrypted internally• Leverages existing E-government program
PCI infrastructure• You determine what information is stored
in Forms Factory – and who sees it, and for how long
• Secure transfer from E-government program to your agency – credit card industry security standards
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Coming Soon to Forms Factory
• TurboTax® - style forms• Digital signatures• E-commerce fee collection• Document and records management• E-forms workflow and policy
administration
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Summary
E-government Forms Factory:
• Low Cost• Low Risk• High Flexibility• Menu of Services• Excellent Local Support
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If you have questions or would like to schedule an appointment to go over your e-forms requirements, please contact us at:
E-government Forms Factory
Web Site: formsfactory.oregon.govEmail: [email protected]: 503-378-4335