Yale Digital Conference 2019 Jill Bassett Dynamic Forms ITS

Going paperless on Yale Campus Jill Bassett Senior Technical Analyst – Yale ITS

Jill Bassett – Dynamic Forms Business Analyst 2017 – Joined Yale as a consultant 2018 – Joined Student and Academic Support Systems (FTE) Took over managing Dynamic Forms technology Developed a structured support process Improving the support we provide

What is Dynamic Forms? Vendor: License: Base fee which allows UNLIMITED users

Dynamic Forms ITS Team 2 Business Analysts – build & support 1 Developer – Banner Application Programming Interfaces (API) Options: Build your own Paperless Form ITS builds your Paperless Form

Strengthening Our Network Benefits of a Paperless Form Examples What it takes to create a Paperless Form

Strengthening Our Network Empower the functional owner to initialize a change that will automate a business process that was once manual and labor intensive. Connect Yale campus by allowing students, parents, advisors, deans, professors and faculty to access, approve and submit forms online.

Paper to Paperless… Paper forms: Pick up or print form Manually fill out Find approvers on campus for signatures Go to office to hand in Security

Paper to Paperless… Paperless Forms: Access online Prefill fields Automatically notifies approvers Updates Banner Security

Paperless Advantages Automating a process that was once manual and labor intensive. $0 – NO COST No more paper Easier to store (up to 8 years) Improves workflow Reduces support effort/time

Graduate School – 7th Year Extended Registration Form https://nextgensso.com/sp/startSSO.ping?PartnerIdpId=https://auth.yale.edu/idp/shibboleth&TargetResource=https://dynamicforms.ngwebsolutions.com/ShowForm.aspx?RequestedDynamicFormTemplate=01f70a13-75a4-4c39-93

Graduate School – 7th Year Extended Registration Form https://nextgensso.com/sp/startSSO.ping?PartnerIdpId=https://auth.yale.edu/idp/shibboleth&TargetResource=https://dynamicforms.ngwebsolutions.com/ShowForm.aspx?RequestedDynamicFormTemplate=01f70a13-75a4-4c39-93

Dynamic Forms features used: Prefill fields File upload E-signature Multiple participants Conditional workflow Confirmation & notification emails Custom email APIs Update Banner Error log AppXtender integration

Sophomore-Year College Advising Form Student initialized form Automatic routing to adviser Adviser approves/declines Phase II enhancements – trigger update in Banner

Creating a Paperless Form Requirements/Design Phase *Build Phase *Testing Phase Implementation Phase + Admin Support

Creating your own Paperless Form Benefits: No Technical Skills required Set your own timelines/deadlines Build at your pace Creative control Dynamic Forms BA support Leverage existing form templates

Easy to Use Tables Text & HTML Image File Upload Signature Existing Item Short Answer (250 CHAR) Long Answer (10,000 CHAR) Date Picker (Calendar) Choice List (Dropdown) Check Box Radio Buttons Highly Configurable: Form Items API Service Call

Support as you Build Customized Training sessions Dynamic Forms Help & Manuals User Group Community Designers Sandbox Designer SharePoint site Dynamic Forms Support website – August 2019

Going paperless on Yale Campus 16 Offices across Yale Campus currently use Dynamic Forms “This will save time for both deans and students!” – Residential College Dean “I love how clear and easy this form is to complete.” – Residential College Dean “I like that the form is dynamic; I feel like I know exactly what I need to do.” - Student

Interested in Dynamic Forms? DynamicForms.ITS@yale.edu

Thank You - - - Questions? Lets work towards Strengthening Our Network Together