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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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Course ID 180
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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Course ID 180
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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Course ID 180
Agenda
• Why move paper forms to the Web?
• Project Constraints
• Types of Forms
• Features
• Tools
• Benefits
• Technical Aspects
• Future
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Course ID 180
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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Course ID 180
WWU Project Requirements
• Web Form Data Entry
• Flexible routing
• Electronic Signature
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Course ID 180
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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Course ID 180
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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Course ID 180
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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Course ID 180
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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Course ID 180
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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Course ID 180
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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Course ID 180
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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Course ID 180
Web Forms Home Page – Find a Form
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Course ID 180
Fill in Leave Form – top half
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Course ID 180
Save Leave Form – to complete work later
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Course ID 180
Get Email with Link to saved form – click link to open form later
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Course ID 180
Click to Attach supporting doc
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Course ID 180
Browse to doc on file system to attach and click attach
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Course ID 180
Select file to attach – click Open
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Course ID 180
Click on Attach, then Done
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Course ID 180
Pending Attachment, Enter To: email addr of approver, click on Check Email
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Course ID 180
Enter To: email addr of approver, click on Check Email
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Course ID 180
Submit Leave Form after entering To: – Auto Signature
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Course ID 180
Submitter gets Pop-up Verification of Submittal
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Course ID 180
Approver& Submitter gets E-mail with Form Link
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Course ID 180
Click and see form w/auth – bottom half
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Course ID 180
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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Course ID 180
Approver gets E-mail to Approve Form
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Course ID 180
E-mail with Pointer to Form
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Course ID 180
Approver clicks to display form & enter / change data if needed
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Course ID 180
Second half of form – Approver approves (or Disapproves) form & sends to another Approver or Final Processor
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Course ID 180
Pop-up
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Course ID 180
Second half of form – Approver disapproves
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Course ID 180
Submitter gets email notice of disapproved form, submitter corrects and resubmits
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Course ID 180
Final Processor
• Does their work
• Locks Form
• Auto send Submitter confirmation Done
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Course ID 180
Final processor – receives E-mail link, completes work & clicks LOCK
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Course ID 180
locked
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Course ID 180
Original Submitter
• Receives email
• Views form to see status
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Course ID 180
Submitter receives Notice when complete
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Course ID 180
Supporting Tools
• Form Status
• Reminder
• Forms Finder
• Inbox
• Statistics
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Course ID 180
Audit Trail
• Click on Link in saved E-mail
• Form with current status & all signatures
• Changes made by each signer
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Course ID 180
Audit Trail via Authentication Results (signatures), click on one to see status @ that time
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Course ID 180
5 Day Reminder
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Course ID 180
Looking for a Form – Click on Find a blank Form
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Course ID 180
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Course ID 180
Web Form Finder – Find a Submitted Form
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Course ID 180
Form Finder
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Course ID 180
Form Finder – Click on Dubbs
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Course ID 180
Click on Dubbs to get only forms he approved/subm
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Course ID 180
Forms Inbox, Click on Form # to call up Form
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Course ID 180
Look at Statistics
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Course ID 180
Statistics
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Course ID 180
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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Course ID 180
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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Course ID 180
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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Course ID 180
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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Course ID 180
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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Course ID 180
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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Course ID 180
Thank You! --- Questions?
Bob Schneider
-------------
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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