Best Practices in Forms Management. Managing Data

Transcription

1 Best Practices in Forms Management Managing Data

2 Definitions Documents Forms Records Document Management Forms Management Records Management

3 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

4 Comparative Definitions Form A form is a specialized document that contains one or more fields for the capture and / or display of variable data. CGSB A structured template or tool, irrespective of media in which it appears, used to capture, compile, transmit, communicate and record specific business information

5 Record Record A specific instance of a form (or other document) is a record. A document that is unique to a specific transaction becomes a record.

6 Form Types pforms paper, or other physical substrates eforms digital forms used in non-browser environments iforms digital forms used within browsers vforms forms generated dynamically from scripts, printer files, and code

7 Document Management Document Management focus on issues such as searching, archiving, retrieving, scanning, indexing and process management Term is also used to describe other functions such as print management, content management, document destruction, and more Elements can also include document creation, indexing, reproduction, etc.

8 Forms Management Forms Management includes specifications, analysis data, forms creation, approval management, user interactions, forms production and deployment, and inventory management

9 Records Management Records Management designation of official records retention requirements legal accessibility destruction authorizations storage and archiving methods

10 Relationships Form Forms Management Document Document Management Record Records Management

11 Document Hierarchy DOCUMENT Report FORM Statement... etc. RECORD RECORD RECORD RECORD RECORD RECORD RECORD Document Management Forms Management Records Management

12 The Forms Design Workflow Workflow Analysis Process Analysis Forms Analysis Design Analysis Container Design Mapping & Programming Testing Deployment Forms Control Metrics & Reporting

13 Four Elements of Every Form

14 INTENT Introduction to Forms Four Elements of Every Form - 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

15 National Standard of Canada The National Standard of Canada Scope: Sets out best practices for the establishment and operation of a Forms Management Program Appendices provide details on policy and staffing, performance measurement, planning, resource utilization and outsourcing

16 Elements of Best Practices Strategy Structure Staffing Policies, Processes and Procedures Technology Forms Control Metrics and Reporting

17 Managing the Forms Population Collecting data about each form Managing Distinctions Relating to business systems Managing source files and deployment Managing reviews Keeping track of requests Establishing form relationships Managing specifications Conducting forms analysis Managing discontinuance Managing form projects Developing form history files Managing reporting

18 Collecting Data General information Form owners Form Coordinators Let s take a look

19 Managing Distinctions Distinctions are personalized data designed into the form container Distinctions result in form revision projects when those distinctions change as they do regularly! Identifying affected forms easily and quickly is essential

20 Relating to Business Systems All forms support one or more business systems Forms should be associated with the workflow and processes they support Managing changes to the workflow and processes requires review of related forms Forms can be unique to a province, language, country and line of business

21 Managing Source Files and Deployment Forms can have one or more source files Forms can be deployed in multiple formats and to multiple systems Keeping track prevents overlooking a change, resulting in multiple editions being deployed

22 Managing Reviews There can be many reasons for reviews: Regular Legal Regulatory Accessibility Security Privacy Policy

23 Managing Reviews Reviews can occur at varying intervals: Scheduled (annual, year-end) Ad hoc (on-demand) Macro (looking for opportunities)

24 Keeping Track of Requests Every day, things come up that can affect the form at next revision. Often, these requests are written on notes and placed in the form file or tucked away in the forms staff s memory. There should be a more systematic method.

25 Form Relationships Forms with similar content such as provincial variations, multi-language forms, templates, etc. Form suites, such as kits, where multiple forms need to be reviewed and managed together Keeping track of these relationships simplifies the review and revision process

26 Managing Specifications Forms populations consist of many product types, each with its own set of detailed specifications Frequently need to provide specifications to vendors eforms have their own unique specifications that need to be managed

27 Forms Analysis Assessments provide a method for continuous improvement of forms General Copy Specifications Assessments support general analysis, day-to-day complaints and Call for Forms reviews

28 Discontinuance Most forms have a short life cycle Managing obsolescence and discontinuance is a difficult task and is frequently given a low priority Regular discontinuance reviews help keep forms fresh and compliant Can support legal requirements by providing evidence of discontinuance and replacement

29 Managing Projects Keeps projects on track Provides status information Separates by type, level and category Keeps track of costs, comments and approvals Tracks resource utilization Reports forms management contribution

30 Form History Files Shows all projects (actions) over the life of each form Provides a complete development history Maintains approvals, edition control and deployment data Records are permanent and never deleted (may be archived) Can replace paper files

31 Management Reporting Summarizes large amounts of data into useful information Queries and reports assist in tracking and reporting detailed information Can be tailored to what each level of management requires

32 Additional Features Can serve as data source for: Catalogues Portals SharePoint Project Requests Customized queries More

33 Thank You Ray H. Killam, CFSP, CFC Essociates Group, Inc.