Upload
bryce-glenn
View
214
Download
0
Embed Size (px)
Citation preview
SunGardHE Educational Technology Association (SETA)
E-sign Web Forms replace Paper FormsE-sign Web Forms replace Paper FormsPresented by: Bob SchneiderWestern Washington University
Course ID 180
Introduction
• A Web Form application that supports the move of almost any paper forms to electronic Web forms
• Eliminates most Paper Forms
• Provides Simple Workflow
• Easy to support and add forms
• Available today• ~76,000 Electronic Forms : Oct. 09 thru Sept 10, 2010• Average 6,300 per month
2
Course ID 180
Western Washington University
• Pacific Northwest, NW Washington, next to Bellingham Bay & San Juan Islands, 20 miles from B.C.
• Undergraduate Public Inst. w/ 12,000 FTE
• Banner since 1990
3
Course ID 180
Agenda
• Why move paper forms to the Web?
• Project Constraints
• Types of Forms
• Features
• Tools
• Benefits
• Technical Aspects
• Future
4
Course ID 180
Why Move Paper Forms to Web?
• Eliminate Typewriter (Student Employee)
• Fast and Efficient
• More readable
• What’s the latest version?
• Who has the form?
• Green
5
Course ID 180
WWU Project Requirements
• Web Form Data Entry
• Flexible routing
• Electronic Signature
6
Course ID 180
WWU Project Constraints
• Simple to use• Need develop & maintain
hundreds of forms• Primarily supported by Help Desk• Simple technical implementation• Not a replacement for Banner
Forms
7
Course ID 180
Types of Forms
• Signature (attachments) - 21• Fill-in on-line, print, sign, mail• Receipts
• Fast Form - 9• Fill-in on-line, E-mail, E-sign Optional• Off campus clients
• E-sign Form• Fill-in on-line, E-sign, E-mail routing• Most forms are E-sign• Last 12 mo – 99% of created Forms
8
Course ID 180
Features
• Web entry• Real-time• Latest version always available• Flexible email routing• Forms never lost• Can determine location with a click• Audit trail• Can set required fields• Print a paper copy
9
Course ID 180
Tools
• Blank form locator
• Web Form Finder• Search for forms• Individual & group security
• Inbox
• After 5 days auto reminder via E-mail
• Statistics
• Extracts
10
Course ID 180
Benefits
• Save paper
• Save time
• Speeds up routing
• Protect documents
• Distribute correct versions of docs
11
SunGardHE Educational Technology Association (SETA)
Demo – Screen Shots
Course ID 180
Roles of Form Processors
Same as for Paper Forms:
Submitter: (Danny Chan)completes form, submits w/ sign, -> Approver
Approver: (Bob Schneider)approves w/sign, -> appr/proc
Approver(s): (none), “” -> Final Processor
Final Processor (Deanna Blackman)completes/”Locks”
13
Course ID 180
Submitter
• Find the Form
• Completes Form
• Signs Form and Submits
• Application:• Submitter Receives Pop-up Confirmation Notice• Submitter Receives E-mail w/ pointer to Form• Auto Sends approver E-mail for Approval
14
Course ID 180
Web Forms Home Page – Find a Form
15
Course ID 180
Fill in Leave Form – top half
16
Course ID 180
Save Leave Form – to complete work later
17
Course ID 180
Get Email with Link to saved form – click link to open form later
Course ID 180
Click to Attach supporting doc
19
Course ID 180
Browse to doc on file system to attach and click attach
Course ID 180
Select file to attach – click Open
Course ID 180
Click on Attach, then Done
Course ID 180
Pending Attachment, Enter To: email addr of approver, click on Check Email
23
Course ID 180
Enter To: email addr of approver, click on Check Email
24
Course ID 180
Submit Leave Form after entering To: – Auto Signature
25
Course ID 180
Submitter gets Pop-up Verification of Submittal
26
Course ID 180
Approver& Submitter gets E-mail with Form Link
27
Course ID 180
Click and see form w/auth – bottom half
28
Course ID 180
Approver
• Clicks on E-mail message and Form
• Changes data on the form
• Approves / Disapproves With Digital Signature
• Sends to next approver• Or Final Processor
29
Course ID 180
Approver gets E-mail to Approve Form
30
Course ID 180
E-mail with Pointer to Form
31
Course ID 180
Approver clicks to display form & enter / change data if needed
32
Course ID 180
Second half of form – Approver approves (or Disapproves) form & sends to another Approver or Final Processor
33
Course ID 180
Pop-up
34
Course ID 180
Second half of form – Approver disapproves
35
Course ID 180
Submitter gets email notice of disapproved form, submitter corrects and resubmits
Course ID 180
Final Processor
• Does their work
• Locks Form
• Auto send Submitter confirmation Done
37
Course ID 180
Final processor – receives E-mail link, completes work & clicks LOCK
38
Course ID 180
locked
39
Course ID 180
Original Submitter
• Receives email
• Views form to see status
40
Course ID 180
Submitter receives Notice when complete
41
Course ID 180
Supporting Tools
• Form Status
• Reminder
• Forms Finder
• Inbox
• Statistics
42
Course ID 180
Audit Trail
• Click on Link in saved E-mail
• Form with current status & all signatures
• Changes made by each signer
43
Course ID 180
Audit Trail via Authentication Results (signatures), click on one to see status @ that time
44
Course ID 180
5 Day Reminder
45
Course ID 180
Looking for a Form – Click on Find a blank Form
Course ID 180
Course ID 180
Web Form Finder – Find a Submitted Form
48
Course ID 180
Form Finder
49
Course ID 180
Form Finder – Click on Dubbs
50
Course ID 180
Click on Dubbs to get only forms he approved/subm
51
Course ID 180
Forms Inbox, Click on Form # to call up Form
52
Course ID 180
Look at Statistics
53
Course ID 180
Statistics
54
Course ID 180
Some Current E-Sign Forms
• Personnel Action Form• Departmental Leave Request• Office Address Change - employee• Facilities Maintenance Request• Biology Override Request• Grade Change• Banner Account Request• Recr Center Liability Waiver• About 300 Forms in production
55
Course ID 180
Forms Security
• CAS SSO auto signature• (previously: Banner self-service authentication (ID / PIN)
• Signature data from Banner database – can not be modified on form – audit trail
• SSL
• Submitter, approver or final processor sees only their forms • those sent, • received approver email, • or in special security group
56
Course ID 180
Technical• Forms Simple to develop and maintain• Create a simple new form in 3 hrs
• Single statement to include:• Digital signature, Electronic routing• Database storage
• <…#include=‘esign.inc’…>
• More Complex – up to 12 hrs• CSS – boxes• Print nice• Javascript for totals and calcs
• ASP.Net 2.0• Central archive of all forms• Installation Easy
57
Course ID 180
Installation
• Download from SETAsource Code Respository
• UnZip
• Create schema
• Copy application to website• Binaries, UI pages & config
• Update WebConfig
• Config Authentication • Now CAS authn• Rewrite one module for diff. authn
• Install Esign_Admin Tool
Course ID 180
Implementation Issues
• Culture change – find a champion
• Acceptance by Form Owner
• Re-design of Form
• Routing instructions
• Printing
• Does not Load data into admin systems • Develop a Data Entry Form w/edits
59
Course ID 180
Summary
• Electronic forms with digital signature, routing, audit trail
• Easy to implement and use
• Quick institutional benefits• Fast, secure, reliable
• Popular with users• 530,000 Forms since June, 2001• 1,768,848 signatures
• Other solutions?
60
Course ID 180
Thank You! --- Questions?
Bob Schneider
-------------
WWU Web Forms Home page & PowerPoint
https://west.wwu.edu/admcs/forms/default.aspx
To get the source code go to:http:\\www.setaSource.org
under Code Repository.
61