sungardhe educational technology association (seta) e-sign web forms replace paper forms presented...

SunGardHE Educational Technology Association (SETA)

E-sign Web Forms replace Paper FormsE-sign Web Forms replace Paper FormsPresented by: Bob SchneiderWestern Washington University

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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• ~76,000 Electronic Forms : Oct. 09 thru Sept 10, 2010• Average 6,300 per month

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Western Washington University

• Pacific Northwest, NW Washington, next to Bellingham Bay & San Juan Islands, 20 miles from B.C.

• Undergraduate Public Inst. w/ 12,000 FTE

• Banner since 1990

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Agenda

• Why move paper forms to the Web?

• Project Constraints

• Types of Forms

• Features

• Tools

• Benefits

• Technical Aspects

• Future

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Why Move Paper Forms to Web?

• Eliminate Typewriter (Student Employee)

• Fast and Efficient

• More readable

• What’s the latest version?

• Who has the form?

• Green

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WWU Project Requirements

• Web Form Data Entry

• Flexible routing

• Electronic Signature

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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

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Types of Forms

• Signature (attachments) - 21• Fill-in on-line, print, sign, mail• Receipts

• Fast Form - 9• Fill-in on-line, E-mail, E-sign Optional• Off campus clients

• E-sign Form• Fill-in on-line, E-sign, E-mail routing• Most forms are E-sign• Last 12 mo – 99% of created Forms

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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

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Tools

• Blank form locator

• Web Form Finder• Search for forms• Individual & group security

• Inbox

• After 5 days auto reminder via E-mail

• Statistics

• Extracts

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Benefits

• Save paper

• Save time

• Speeds up routing

• Protect documents

• Distribute correct versions of docs

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SunGardHE Educational Technology Association (SETA)

Demo – Screen Shots

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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”

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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

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Web Forms Home Page – Find a Form

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Fill in Leave Form – top half

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Save Leave Form – to complete work later

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Get Email with Link to saved form – click link to open form later

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Click to Attach supporting doc

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Browse to doc on file system to attach and click attach

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Select file to attach – click Open

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Click on Attach, then Done

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Pending Attachment, Enter To: email addr of approver, click on Check Email

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Enter To: email addr of approver, click on Check Email

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Submit Leave Form after entering To: – Auto Signature

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Submitter gets Pop-up Verification of Submittal

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Approver& Submitter gets E-mail with Form Link

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Click and see form w/auth – bottom half

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Approver

• Clicks on E-mail message and Form

• Changes data on the form

• Approves / Disapproves With Digital Signature

• Sends to next approver• Or Final Processor

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Approver gets E-mail to Approve Form

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E-mail with Pointer to Form

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

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Second half of form – Approver approves (or Disapproves) form & sends to another Approver or Final Processor

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Pop-up

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Second half of form – Approver disapproves

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Submitter gets email notice of disapproved form, submitter corrects and resubmits

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Final Processor

• Does their work

• Locks Form

• Auto send Submitter confirmation Done

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

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locked

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Original Submitter

• Receives email

• Views form to see status

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Submitter receives Notice when complete

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Supporting Tools

• Form Status

• Reminder

• Forms Finder

• Inbox

• Statistics

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Audit Trail

• Click on Link in saved E-mail

• Form with current status & all signatures

• Changes made by each signer

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Audit Trail via Authentication Results (signatures), click on one to see status @ that time

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5 Day Reminder

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Looking for a Form – Click on Find a blank Form

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Web Form Finder – Find a Submitted Form

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Form Finder

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Form Finder – Click on Dubbs

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Click on Dubbs to get only forms he approved/subm

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Forms Inbox, Click on Form # to call up Form

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Look at Statistics

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Statistics

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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 300 Forms in production

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Forms Security

• CAS SSO auto signature• (previously: Banner self-service authentication (ID / PIN)

• Signature data from Banner database – can not be modified on form – audit trail

• SSL

• Submitter, approver or final processor sees only their forms • those sent, • received approver email, • or in special security group

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Technical• Forms Simple to develop and maintain• Create a simple new form in 3 hrs

• Single statement to include:• Digital signature, Electronic routing• Database storage

• <…#include=‘esign.inc’…>

• More Complex – up to 12 hrs• CSS – boxes• Print nice• Javascript for totals and calcs

• ASP.Net 2.0• Central archive of all forms• Installation Easy

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Installation

• Download from SETAsource Code Respository

• UnZip

• Create schema

• Copy application to website• Binaries, UI pages & config

• Update WebConfig

• Config Authentication • Now CAS authn• Rewrite one module for diff. authn

• Install Esign_Admin Tool

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Implementation Issues

• Culture change – find a champion

• Acceptance by Form Owner

• Re-design of Form

• Routing instructions

• Printing

• Does not Load data into admin systems • Develop a Data Entry Form w/edits

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Summary

• Electronic forms with digital signature, routing, audit trail

• Easy to implement and use

• Quick institutional benefits• Fast, secure, reliable

• Popular with users• 530,000 Forms since June, 2001• 1,768,848 signatures

• Other solutions?

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Thank You! --- Questions?

Bob Schneider

Bob.Schneider@wwu.edu

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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.

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