Transcript Forms, Supplies, & Services

Making The Transition from
Paper Forms To Electronic
Forms
Amgraf User Group
February 21, 2002
“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 Greenspan
Chairman,
Federal Reserve Board
May 6, 1999
Impact On Forms – Macro
Trends






Continuous
Multi-Part
Paper
Stock
Print/Store
Networked
Sheets
Singles
Digital
Custom
POD
Internet
Process Analysis




Build a map of all steps the form
takes in it’s life cycle
Look for delays, potential for errors
Include production, warehouse,
distribution steps
Evaluate with application of
technology in mind
Design 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.
Why Do People Use 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
Production Process







Analysis
Design
Layout
Proof
Negative
Production
When does the form go digital?
Why Digital?





Flexibility
Speed
Convenience
Cost savings?
Think of it as an entire business
process and design to that process
Three Levels of Electronic
Forms



Desktop print on demand
Desktop fill and print
Intelligent form
How does one determine
whether a form should be Paper
or Electronic?
. . . or both?
There are Similarities and there
are Differences

Paper Forms
• Materials
• Manufacturing
techniques
• Storage &
distribution
• Filing & Archiving
• Version Control

Electronic Forms
•
•
•
•
•
Platform
Access
Interfaces
Routing
Storage &
Archiving
• Version Control
Analysis For Electronic Forms


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 Forms






User comfort level
Graphic standards
Color
Screen resolution
Information
availability
Help screens






Information
suppression
Database interface
File size
Printer constraints
E-mail access
Security
Preserving Your Current
Investment


Most forms are already digital at
some point in their life cycle
Options include:
• Import PDF or EPS
• Scan
• Re-draw
The 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-commerce
1400
1331
1000
800
643
600
499
400
Business-to-business
76
20
03
52
20
02
33
20
01
0
109
18
8
20
00
43
19
99
200
251
19
98
US dollars in billions
1200
108
Source:
Forrester Research
Business-to-consumer
Designing For The Internet

What is an Internet “Form”?
•
•
•
•
•
•
Visual Basic forms
Database forms
HTML forms
Lotus Notes forms
Java forms
OneForm Plus, and other “true” forms
Internet 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 Design


Principles are the same
Tools are quite different
•
•
•
•

Graphics requirements
Software used
Interaction with databases
Server Scripts (CGI)
Consider print requirements
• PDF ( Acrobat 4.0 or 5.0)
Web 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 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...

Words still drive most of a web site

People do not read material on the
web the same way they read print
Two Principles...

It’s a pull medium

People don’t go there to read
Pull 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
Web


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 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 Development







Generating traffic to the site
Establishing goals
Channel conflicts
Advertising
Combining with digital printing
Lower cost of orders
Navigating the jargon
Forms Management On The
Web







Forms requisitions – catalogs, views,
“more than paper forms”
Reorder management –remembering the
past
Order status queries - instantaneous
Desktop Print-On-Demand
Electronic proofing
Forms specification control – keeping
order
Forms analysis – efficiency still critical
Now You’re Thinking
Electronic 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
Professionals




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
The Forms Conundrum

Two camps:
• CAS
• SVAM

The “non-technical, technical” product
•
•
•
•
•

Automated layout sheet
Draw wizards
Workflow wizards
Mapping wizards
Management tools
The OneForm Tool
Selling Electronic Forms








Develop a business model – Why?
Develop products and services – What?
Determine prospect base – Who?
What are skill levels required? – How?
Identify your target market – Where?
How will you support sales process?
How will you implement?
How will you price?
Market Opportunity






Management Fee
Charge For Design
Charge For Mapping
Charge For Revisions
Develop Full In-House Capability
Pay Commission Differently
Conclusions
Opportunities for eforms and iforms will grow rapidly. It is
important for all companies that currently provide paper forms
to also provide electronic forms.
In the next 10 years, virtually every large company,
government organization, and non-profit organization will
convert over half of their forms to electronic format
Paper forms will not disappear, but they will change. More
focus will be on value-added features such as security,
combinations and specialty use.
Amgraf is well-positioned to support your company .