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 A Web Form application that supports the move of almost any paper forms to electronic Web forms Eliminates most Paper Forms Eliminates most Paper Forms Provides Simple Workflow Provides Simple Workflow Easy to support and add forms Easy to support and add forms Available today Available today ~53,000 Electronic Forms ~53,000 Electronic Forms May, 04 – April, 05 May, 04 – April, 05

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

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

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

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

7 WWU Project Constraints Simple to use Simple to use Need develop & maintain hundreds of forms Need develop & maintain hundreds of forms Primarily supported by Help Desk Primarily supported by Help Desk Simple technical implementation Simple technical implementation Not a replacement for Banner Forms Not a replacement for Banner Forms

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

9 Some Current E-Sign Forms Personnel Action Form Personnel Action Form Departmental Leave Request Departmental Leave Request Office Address Change - employee Office Address Change - employee Facilities Maintenance Request Facilities Maintenance Request Biology Override Request Biology Override Request Grade Change Grade Change Banner Account Request Banner Account Request Recr Center Liability Waiver Recr Center Liability Waiver About 140 Forms in production About 140 Forms in production

10 Features Web entry Web entry Real-time Real-time Latest version always available Latest version always available Flexible routing Flexible routing Forms never lost Forms never lost Can determine location with a click Can determine location with a click Audit trail Audit trail Can set required fields Can set required fields Print a paper copy Print a paper copy

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

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

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 Find the Form Completes Form Completes Form Signs Form and Submits Signs Form and Submits Application: Application: Submitter Receives Pop-up Confirmation Notice Submitter Receives Pop-up Confirmation Notice Submitter Receives w/ pointer to Form Submitter Receives w/ pointer to Form Auto Sends approver for Approval Auto Sends approver 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 with Form Link

21 Click and see form w/auth – bottom half

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

23 Submitter gets to Approve Form

24 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 Does their work Locks Form Locks Form Auto send Submitter confirmation Done Auto send Submitter confirmation Done

29 Final processor – receives link, completes work & clicks LOCK

30 locked

31 Original Submitter Receives Receives Views form to see status Views form to see status

32 Submitter receives Notice when complete

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

34 Form Status Click on Link in saved Click on Link in saved Form with current status & all signatures Form with current status & all signatures Changes made by each signer 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) Banner self-service authentication (ID / PIN) Signature in database – can not be modified on form – audit trail Signature in database – can not be modified on form – audit trail SSL SSL Submitter, approver or final processor sees only their forms Submitter, approver or final processor sees only their forms Security group access Security group access

45 Technical Simple to develop and maintain Simple to develop and maintain Ability to create a new form in 1 day or less Ability to create a new form in 1 day or less Single statement to include: Single statement to include: Digital signature, Electronic routing Digital signature, Electronic routing Database storage Database storage Single code base Single code base Standard JavaScript and ASP Standard JavaScript and ASP Central archive of all forms Central archive of all forms Installation Installation

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

47 Future Enhancements Validation of address Validation of address Inbox performance improvement Inbox performance improvement Form Finder performance improvement Form Finder performance improvement Save button Save button Disapprove button Disapprove button File attachments File attachments

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

49 Thank You! --- Questions? Bob Schneider WWU Web Forms Home page & PowerPoint To get the source code go to: under Code Repository.