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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251

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200

400

600

800

1000

1200

1400

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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