1. Yale Digital Conference 2019
Jill Bassett
Dynamic Forms ITS

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

3. 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

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

5. 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

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

7. 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.

8. 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

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

10. 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

11. Graduate School – 7th Year Extended Registration Form

12. Graduate School – 7th Year Extended Registration Form

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

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

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

16. 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

17. 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

18. 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

19. 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

20. Interested in Dynamic Forms?

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