Session: What to do with the data?

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1 Session: What to do with the data? Proceedings Paper Prepared for: Business s Management Association 2006 Symposium Presented By Microsoft & Avanade Session 43

2 Proceedings Paper 2 Introduction For several years, Information Technology Executives have targeted electronic forms (es) projects as a key investment area for achieving improved operational efficiencies within their organization. The results can vary dramatically, and are often times dependent upon the ability to integrate the data from the form into the organization s existing technology environment. This paper examines simple to very sophisticated solutions for integrating electronic form data into an automated business process. The more sophisticated the data integration solution, the greater the potential to deliver on the promise of electronic forms. The chart below highlights the functional capabilities you would expect to see as you introduce more sophisticated integration strategies. Extending s Management Solution Functionality Key benefits of integrated systems include elimination of the need to re-key data into multiple disparate systems, real-time access to critical business data, and security assignments to protect data access, resulting in improved organizational productivity and helping teams to work more effectively together, while protecting confidential business information. Microsoft has been an industry leader in information worker technologies for many years and offers an integrated set of tools that are capable of supporting a complete and effective information worker solution. These products include Microsoft Office 2003, Windows SharePoint Services, BizTalk Server and SQL Server. The key to Microsoft s electronic forms strategy is the capabilities of the Office product. provides business analysts and form designers the ability to quickly create standards-based XML es that are easily integrated with existing business processes and systems. This solution offers a powerful data integration capability through native XML schemas, support for Web Service technologies, easy form usage and creation, a familiar Office user interface, and rapid deployment through an integrated platform. The remainder of this paper presents the specific methods for tightly integrating form data with other systems.

3 Proceedings Paper 3 Data Integration Microsoft s es solution enables tight integration between form data capture and backend systems. utilizes industry open standards XML to represent forms, including XML Schema, XSLT, and XPath. keeps form data (or the Document Object Model, DOM) separate from its appearance. designers only need to ensure the form design, validations, and rules meet their requirements. es developers, due to the data structures underlying, can use existing XML structures to design the capability of the new forms, including the level of integration with disparate systems and data archiving. Thus an organization can keep the right people focused on their strengths in data capture and manipulation visual appearance and usability or system data needs and data archiving. The es solution allows for a logical step by step scaleable build of an integrated forms based system. Step 1 is filled, then distributed through This initial step in an es strategy enables easy distribution of less frequently used forms without having to go through the steps associated with formal systems integration. The interface provides two options for distributing completed forms: first, the user can save the filled form, then attach it to an addressed to the appropriate person for transaction review/approval, and second, the form can be designed to be automatically ed to a designated destination when the user clicks a <submit form> button. The form s reviewer / approver receives the form and when they select it, the form automatically opens in, ready for review and approval or other actions including digital signatures. form XML entry person reviewer/ approver Even though this is a basic integration strategy, the business transaction being automated provides clean data that is readily viewed and acted upon by the transaction handlers managing the business process on the backend.

4 Proceedings Paper 4 Step 2 is filled, then saved to a forms collaboration portal This integration process is relatively simple -- create, manage and distribute the completed forms through Windows SharePoint Services. This approach requires minimal infrastructure and organizational change allowing for a rapid deployment. The diagram below clearly demonstrates the simplicity of the initial implementation. Data from other systems entry person SharePoint s Workspace reviewers/ approvers Microsoft s SharePoint Portal Server is the industry-leading tool for quick development of highly functional portal sites. With SharePoint, you can create a secure form repository very quickly. SharePoint enables forms personnel to access the form library via Internet Explorer, and securely authenticate using Active Directory. The user may browse available forms by function and launch the form automatically in. As in all usage scenarios, when the form loads it can be automatically pre-filled with information available from other systems (for example user profile, case information, etc.) via easily created database or web service calls. After the user completes and submits the form, it can be routed to the departmental SharePoint site. The SharePoint form library can display columns of information extracted from the forms. With these columns, SharePoint users can create custom views to organize the forms and their content, enabling easy summarization and reporting of data contained in a set of forms. The form library also makes the extracted information available for searching as part of the SharePoint site. Additionally, SharePoint can automatically notify other personnel via message regarding the submission of new forms, thus enabling basic workflow processing for activities for form review and approval. This platform can be quickly and easily expanded due to the scaleable nature of the technologies listed. The second and subsequent phases of the project could then focus on adding high-value enhancements, such as enterprise forms management, web-based distribution, workflow automation, additional reporting functionality or integration of information gathered with other external systems using Web Services.

5 Proceedings Paper 5 Step 3 XML data is integrated with Web Services standards Because XML is the foundation of, forms can be integrated with a wide variety of external systems. uses and produces input and output files that conform to XML standards, providing interoperability with other systems including applications, operating systems, and middle-tier and back-end systems. The integrated use of standards such as SOAP makes it easy to share data with systems that are enabled for XML Web Services based on W3C standards. XML data entry person Existing system(s) allows you to design a form template by starting with an XML schema that is read from WSDL (Web Service Description Language). This information can be discovered about any system that has information posted in UDDI (Universal Description, Discovery and Integration protocol). The user interface provides easy-to-use, integrated support for using UDDI to locate available XML Web services. can interoperate with any UDDI server that implements UDDI 1.0 on any platform. When you design a new form template and use the Data Source Setup Wizard, you can click Search UDDI to search for Web services. The Search Web Service dialog box, shown below, enables you to search a specified UDDI Web services registry. Information about an external system is gathered by using s Data Source Setup Wizard. After the XML schema is read, the user interface enables you to create a form template that can generate XML that follows the schema in the SOAP message. When an end user creates a form based on the form template, the form generates schema-valid SOAP messages.

6 Proceedings Paper 6 Step 4 XML data is integrated into a business workflow enables web service calls from directly within forms. This means that can send the XML data that comprises a form s content directly to external systems via Web Services. Because s form schema is published and based on W3C standards, integration with any other system type is possible, regardless of the platform. Business Process Step 1 Data to/from other systems Business Process Step 2 entry personnel BizTalk Server Orchestration Business Process Step n reviewers/ approvers Data to/from other systems It s very likely that an organization s most frequently utilized forms serve as the cornerstone for the most complex business transaction processing. These complex workflows include both human processes and dedicated computer systems. While each system can function quite acceptably on its own, it can be difficult to integrate data and business transactions in a seamless manner. XML helps to mitigate this problem as it makes it possible for disparate systems to understand and act upon common data. Through a common schema, disparate systems can exchange information and thread business processes through each other more seamlessly. Tightly coupling s XML data representation with Microsoft s BizTalk Server data integration capability enables a cost effective platform for delivering a form-originated automated business processing. data captured in is easily posted to BizTalk without writing code. For example, if you use built-in support in for submitting XML over HTTP, BizTalk can then process the form and route it to another actor in the business workflow, route the data to back-end systems based on workflow rules, or apply some other action. In summary, Microsoft s BizTalk Server provides orchestration capabilities to a business process based on forms.

7 Proceedings Paper Other Data Capture and Architectural Considerations 2003 is a rich-client es development and data capture tool. In entry mode, any licensed user can fill out an form and benefit from familiar data entry controls (such as the date picker) and real-time data validation. Web Based Electronic s While the 2003 and the SharePoint 2003 es environment is functionally rich for managed environments, it does not enable es data capture outside the managed environment; that is, es data cannot be collected from people who are not licsensed to use or are not able to install the client software locally. Avanade, Accenture and Microsoft teamed together to address this challenge with the egovernment Accelerator (ega) offering. This solution adds a thin-client capability by publishing forms to an organization s Intranet or Extranet web site. This approach establishes a wider-scope es solution environment that can include both external form-fillers and managed users. ega includes a utility that converts s into HTML code that can be rendered via Microsoft s Internet Information Server (IIS). This utility preserves the look and feel of the rich client, including field level validations and controls. Additionally, the ega provides capabilities such as provisions for Web users to begin filling a form, save their work, retrieve the partially filled form and submit it to a SharePoint workflow or a more sophisticated BizTalk orchestration (or Web Service). The ega solution is based exclusively on Microsoft.NET technology and uses XML data as the primary vehicle to store and manipulate form based data..net is the common thread that tightly integrates the ega solution, leveraging, SharePoint, BizTalk and SQL Server. A high-level architectural representation of ega is shown below: Figure

8 Proceedings Paper 8 The general flow of documents through the ega solution can be summarized as follows: 1. Existing documents (PDL, Word, and Excel) are converted to an form using Texcel s Bridge product. New forms can be created using. 2. The organization reviews the form, applies validation logic, and links the form input into the appropriate database fields. 3. ega converts forms into HTML and JavaScript web forms and stores the forms in a directory that is linked through a portal for form users. 4. users access the portal with valid login credentials. 5. After the user has successfully signed into the portal, the user will be presented with personalized view of the portal that shows previously submitted forms that have not been approved. This view will also display the status of these forms, and present a list of new forms that the citizen can access and submit. 6. The user can click a link to a new form and be presented with a web view of that form. The user will enter information directly into this form, and has the option to save or submit the form. Saving a form uses ega s Park and Ponder feature that saves partially filled forms for later update. Once the form data is complete, the user can click the Submit button and the form will be routed to the appropriate employee(s) for review and approval. 7. supervisors will view forms awaiting approval by accessing a portal view that corresponds to their job functionality and optionally be notified by that a form was submitted. 8. Reviewers will be able to digitally sign forms as required. 9. Once the employee has approved a form, an is automatically sent back to the original author along with a permanent image of the form. 10. Approved forms are stored in a SharePoint directory and SQL Server database for archival. Data associated with the form is stored in the SQL Server database. Electronic Approval Digital Signatures Microsoft provides a digital signature capability built into, including Certificate Authority and PKI infrastructure available in Windows When you digitally sign a form, it takes a digital picture of the parts you are signing to ensure integrity and authenticity. The form supervisors could enable subsections of the form for unique individual signature or enable the entire form for digital signature. One or more signatures could be required in each area of the form (or the entire form). After the document is approved, an image (PNG) file that cannot be modified will be created and ed back to the original author. This read only version of the document can be saved in a traditional document repository and the corresponding XML data can be stored in a secured SQL server database. With a vision of the end in mind an end that means reduced error through rekeying of data, better leverage of forms data by integrating disparate systems, and managed security on data access you can start small and build an integrated data environment over time using the Microsoft tools.

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