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Forms Analysis and Design Forms Analysis and Design FundamentalsFundamentals

Forms Analysis and Design Forms Analysis and Design FundamentalsFundamentals

BFMA SeminarBFMA SeminarMinneapolis, MN

Ray H. Killam, CFC, CFSP

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CreditsCredits

Marvin Jacobs “Forms Design II-The Course For Paper and Electronic Forms”

Carl Brannon, CFSP, CFC

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FORMFORM

the basic business tool (whether printed or electronic) for collecting and transmitting information,

the catalyst for getting things done, and the record of what was done.

Copyright 1986 - Business Forms Management Association, Inc.

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DESIGN ANALYSISDESIGN 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.

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FORMS MANAGEMENTFORMS MANAGEMENTthe systematic process of increasing productivity and minimizing errors in

information capture, transmission, and recovery through the use of workflow analysis and graphic design techniques;

providing administrative control; reducing procurement, storage, distribution, and use

costs through standardization; and ensuring the adequacy, business as well as legal, of

all historical records.Copyright 1986 - Business Forms Management Association, Inc.

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METHODMETHOD

the manual or mechanical means by which each operation is performed

– an individual step

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PROCESSPROCESS

a series of planned steps using those resources needed (humans, equipment and software) to execute recurring operations uniformly and consistently

– several combined steps

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SYSTEMSYSTEM

the people, facilities, equipment, information, forms and other resources required to complete a major phase of administrative work

– a whole flight of stairs

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Why do people use forms?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

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Where do form requests originate?

Where do form requests originate?

new requirements and/or revisions areas within the organization requiring

assistance to realize potential savings and/or to increased efficiency

areas where problems are known to exist regularly scheduled operational form

reviews

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Why not just let the user draw up the form the way

s/he wants it?

Why not just let the user draw up the form the way

s/he wants it?

They are too likely to violate one of the Cardinal Principals:

Forms must be easy to WRITEWRITE Forms must be easy to READREAD Forms must appear easy to USEUSE

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Why apply the ANALYSIS PROCESSANALYSIS PROCESS

to form systems?

Why apply the ANALYSIS PROCESSANALYSIS PROCESS

to form systems?

Because without analysis . . . the use of the form cannot be simplified the data integrity cannot be improved,

and the business process has little chance of

becoming more effective

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The Components of the Analysis Process

The Components of the Analysis Process

Plan the project thoroughly Set clear project objectives and scope Define both resources and opportunities Conduct study and propose solutions Implement and test the best solution Measure success against objectives

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Fact Gathering Tools and Techniques

Fact Gathering Tools and Techniques

Current systemdocumentation

Observation Interviews Work measurement Benchmarks Flow charts

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IdentifyAlternative Solutions

IdentifyAlternative Solutions

Consider, as appropriate: Research resources Potential approaches Decision tables Brainstorming techniques

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Review: Components of the Analysis Process

Review: Components of the Analysis Process

Thorough project plan Clear objectives & scope Definition of resources and opportunities The system & process studies themselves Proposed solutions / alternatives Documentation / testing / implementation Objective success measurement

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Develop the Recommendations

Develop the Recommendations

Target the audience Select the right approach

– Inductive (particular to general)

vs.– Deductive (general to particular)– Style and content of the final

document or oral presentation

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Make the PresentationMake the Presentation

Audience evaluation– Who's Who?

Environment control– Lights & Temperature

Choreography– Who sits where?

Visual aids / Media– Multi-media needed?

Format and Style– Formal or informal?

Handouts– When to distribute?

Length of presentation– rigor mortis of the rump

Delivery Techniques– One / many presenters

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System Implementation Issues

System Implementation Issues

Working with the users Assuming system ownership Establishing authority Assigning responsibility Motivating enthusiasm for change

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Document the ResultsDocument the Results

Procedure writing

Media selection

Style of presentation

Clarity of style

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Evaluate the SystemEvaluate the System

Developing criteria Establishing

benchmarks Monitoring

techniques Evaluating

performance

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The ANALYSIS PROCESS ANALYSIS PROCESS should complement the

Design Process

The ANALYSIS PROCESS ANALYSIS PROCESS should complement the

Design Process

Documents the results of the studies Helps implement the new system Integrates with other (existing) systems Evaluates the new system effectiveness

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Elements of effectiveForms Design?

Elements of effectiveForms Design?

Standards / design conventions Descriptive title and form number Appropriate instructions / help screens Intuitive data element sequencing Use of plain language Recognition of the power of white space Use of color, but only when advantageous

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Other Design ConsiderationsOther Design Considerations

Instructions Rule weights Font selection Zoning Graphics and logos Imformation

suppression

Use environment Data entry Copy

distribution Data recovery Post-processing Files / archives

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Standards vs. ConventionsStandards vs. ConventionsSTANDARDS: Size

– Press limitations– Filing considerations

Materials– Availability– Cost

Bindery features Packaging

CONVENTIONS: Corporate styles

– Logo usage– Font selection

Design preferences– Title placement– Form numbering

Vocabulary selection Use of white space

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Forms Design PrinciplesForms Design Principles

The form must be designed to be an efficient information systems tool.

The form design should be as simple as possible to avoid detracting from the more important fill-in data.

The form items must be grouped into logically sequenced zones.

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Forms Design PrinciplesForms Design Principles

The spacing of form items must be compatible with the method of fill-in.

The forms design style must promote efficiency for both fill-in and processing operations.

The form’s appearance must create favorable responses from the users and readers.

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Basic Form ZonesBasic Form Zones

Identification Zone Instructions Zone Introduction Zone Body Zone Closing Zone

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Plain LanguagePlain Language

Use simple, everyday words Eliminate unnecessary words Use reasonably short sentences break text into manageable pieces Use personal pronouns Avoid, or at least explain, technical terms

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Review: Components of the Design Process

Review: Components of the Design Process

Standards / design conventions Descriptive title and form number Appropriate instructions / help screens Intuitive data element sequencing Use of plain language Recognition of the power of white space Use of color, but only when advantageous

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How does one determine whether a form should be PaperPaper or ElectronicElectronic?

. . . or both?

How does one determine whether a form should be PaperPaper or ElectronicElectronic?

. . . or both?

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There are Similarities and there are DifferencesThere 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

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What impact will AUTOMATIONAUTOMATION have on a form?

What impact will AUTOMATIONAUTOMATION have on a form?

Need Usage Interfaces Effectiveness

Distribution Filing Archiving Legal Issues

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Analysis for Electronic Forms

Analysis for Electronic Forms

Same basics as for paper forms Additional considerations:

– computer platform(s)– network configuration– interface to other system(s)– routing requirements– printer(s)

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Design for Electronic Forms

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

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ReviewReview:: Electronic Forms analysis & design DifferencesReviewReview:: Electronic Forms

analysis & design Differences Same analysis considerations as for

paper forms, but with additional issues– users / software– equipment / networks

Same design considerations as for paper forms, but with additional issues– user comfort levels – expanded visual effects possible

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COMING ATTRACTIONS COMING ATTRACTIONS . . .. . .

COMING ATTRACTIONS COMING ATTRACTIONS . . .. . .

Ray Killam, CFC, CFSP will address

Advanced Forms Design Considerations

immediately following the break.