May 17, 2005

1. May 17, 2005 E-sign Web Forms replace Paper Forms Presented by: Bob Schneider Western Washington University

2. 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 • ~53,000 Electronic Forms • May, 04 – April, 05

3. Western Washington University • Pacific Northwest, NW Washington, next to Bellingham Bay & San Juan Islands, 20 miles from B.C. • Public Inst. w/ 12,000 FTE • Banner since 1990

4. Agenda • Why move paper forms to the Web? • Project Constraints • Types of Forms • Features • Tools • Benefits • Technical Aspects • Future

5. Why Move Paper Forms to Web? • Eliminate Typewriter (Student Employee) • Fast and Efficient • More readable • What’s the latest version? • Who has the form?

6. WWU Project Requirements • Web Form Data Entry • Flexible routing • Electronic Signature

7. 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

8. Types of Forms • Signature (attachments) • Fill-in on-line, print, sign, mail • Fast Form • Fill-in on-line, E-mail, E-sign Optional • E-sign Form • Fill-in on-line, E-sign, E-mail routing • Most forms are E-sign • Last 12 mo – 99% of created Forms

9. 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 140 Forms in production

10. 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

11. Tools • Blank form locator • Web Form Finder • Search for forms • Individual & group security • Inbox • After 5 days auto reminder via E-mail • Statistics • Extracts

12. Benefits • Save paper • Save time • Speeds up routing • Protect documents • Distribute correct versions of docs

13. Demo – Screen Shots

14. 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”

15. 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

16. Web Forms Home Page – Find a Form

17. Fill in Leave Form – top half

18. Submit Leave Form – Signature box at bottom of form

19. Submitter gets Pop-up Verification of Submittal

20. Approver& Submitter gets E-mail with Form Link

21. Click and see form w/auth – bottom half

22. Approver • Clicks on E-mail message and Form • Changes data on the form • Approves With Digital Signature • Sends to next approver • Or Final Processor

23. Submitter gets E-mail to Approve Form

24. E-mail with Pointer to Form

25. Approver clicks to display form & enter / change data if needed

26. Second half of form – Approver authenticates & sends to Processor

27. Pop-up

28. Final Processor • Does their work • Locks Form • Auto send Submitter confirmation Done

29. Final processor – receives E-mail link, completes work & clicks LOCK

30. locked

31. Original Submitter • Receives email • Views form to see status

32. Submitter receives Notice when complete

33. Supporting Tools • Form Status • Reminder • Forms Finder • Inbox • Statistics

34. Form Status • Click on Link in saved E-mail • Form with current status & all signatures • Changes made by each signer

35. Form Status

36. 5 Day Reminder

37. Web Form Finder – Find a Submitted Form

38. Form Finder

39. Form Finder – Click on Dubbs

40. Click on Dubbs to get only forms he approved/subm

41. Forms Inbox, Click on Form # to call up Form

42. Look at Statistics

43. Statistics

44. Forms Security • Banner self-service authentication (ID / PIN) • Signature in database – can not be modified on form – audit trail • SSL • Submitter, approver or final processor sees only their forms • Security group access

45. Technical • Simple to develop and maintain • Ability to create a new form in 1 day or less • Single statement to include: • Digital signature, Electronic routing • Database storage • <…#include=‘esign.inc’…> • Single code base • Standard JavaScript and ASP • Central archive of all forms • Installation

46. Implementation Issues • Culture change – find a champion • Acceptance by Form Owner • Re-design of Form • Routing instructions • Printing • Attachments • Not to Load data into admin systems • Develop a Data Entry Form w/edits

47. Future Enhancements • Validation of E-mail address • Inbox performance improvement • Form Finder performance improvement • Save button • Disapprove button • File attachments

48. Summary • Electronic forms with digital signature, routing, audit trail • Easy to implement and use • Quick institutional benefits • Fast, secure, reliable • Popular with users • >130,000 Forms since June, 2001

49. Thank You! --- Questions? Bob Schneider Bob.Schneider@wwu.edu ------------- 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.