Evaluating a Form Project Request Olufunke Somefun Forms Management Book of Knowledge BFMA Certificate Program

Outline Introduction Types of Projects Roles

Introduction Form requests and projects are normally sent through established procedures and channels. It is the responsibility of the requesting functional area to obtain the approval of the form owner and to clearly communicate to the Forms Management Program staff the purpose of their request and their requirements. Submitting a form request Form requests and projects are normally sent through established procedures and channels. It is the responsibility of the requesting functional area to obtain the approval of the form owner and to clearly communicate to the Forms Management Program staff the purpose of their request and their requirements. It is important that the request identifies the business process involved, indicate if there is a problem at hand to resolve, and describe the expected results. It is also the responsibility of the functional area to provide Forms Management Program staff all relevant reference information that can help the analyst to better understand the business context and project parties’ requirements. It is the form owner’s responsibility to provide content, so documentation provided may include a draft form. Generally, the Forms Management Program facilitates this process by making a form request   for organization staff to help them provide minimum information required to evaluate their project request. Nowadays, this form request is usually found on the Forms Management Program website along with instructions.  

Purpose of the form Gather information Initiate work Authorize an expenditure Document a process Authorize a change to a process

Form Project Request Before beginning in-depth work on the development or production of a form, it is crucial to ensure the form owner and the Forms Management Program areas define and agree on the intended purpose, business requirements, desired outcome, scope and timeline of the project. Generally, the Forms Management Program facilitates this process by making a form request   for organization staff to help them provide minimum information required to evaluate their project request. Nowadays, this form request is usually found on the Forms Management Program website along with instructions.

Form Project Request Before beginning in-depth work on the development or production of a form, it is crucial to ensure the form owner and the Forms Management Program areas define and agree on the intended purpose, business requirements, desired outcome, scope and timeline of the project.

Form Project Request To achieve this, the Forms Management Program assigns a forms analyst or business process analyst to evaluate the project request regarding its nature, resources, feasibility, priority, risk, timeline, and alignment with organization priorities. A decision is made on whether a request is admissible or not, responds to the client and assigns the project accordingly.

Form Project Request To achieve this, the Forms Management Program assigns a forms analyst or business process analyst to evaluate the project request regarding its nature, resources, feasibility, priority, risk, timeline, and alignment with organization priorities. A decision is made on whether a request is admissible or not, responds to the client and assigns the project accordingly.

Data Elements Form number Form title Scope of the request Form Number – Simplest identification for control purposes Role of the Form Number – Search/find Reference Identity Legitimizes Form Title – Subject Application Reason for the request - It is also the responsibility of the functional area to provide Forms Management Program staff all relevant reference information that can help the analyst to better understand the business context and project parties’ requirements. It is the form owner’s responsibility to provide content, so documentation provided may include a draft form. Purpose of the form - It is important that the request identifies the business process involved, indicate if there is a problem at hand to resolve, and describe the expected results. Purpose of the form

Data Elements Requirements How is the form used Reason for the request Paper or Electronics - Once there is a common understanding of the project scope and agreement on the intended outcome it must be assessed by the Forms Management Program as well as by other affected staff areas for impact and implications. The resulting project outline and plan can then be formally approved and prioritized (that is, for projects other than major corporate projects, assuming the Forms Management Program has determined it can proceed with the project). Paper or electronic focus

Types of Projects

Types of Projects New Form Development Revision Consolidation

Complexity of Projects - Simple Includes requests that can quickly be dispatched to the forms developer or appropriate staff for action Examples are a request to make a small word edit or change to an existing form a request to create a standard letterhead for a new division Often Forms Management receives requests that can quickly be dispatched to the forms developer or appropriate staff for action. Some examples are a request to make a small word edit or change to an existing form, a simple enquiry about a form, a request to create a standard letterhead for a new division, a stock replenishment request, or the addition of common automated pre-set features in form fields Examples are a request to make a small word edit or change to an existing form, a simple enquiry about a form, a request to create a standard letterhead for a new division, a stock replenishment request, the addition of common automated pre-set features in form fields a simple enquiry about a form a stock replenishment request the addition of common automated pre-set features in form fields

Complexity of Projects - Medium These requests require more analysis, more fact-finding meetings and discussions with interested parties, require more time and effort for process mapping, development, deployment, training or communication Some examples are: A request for a new form related to an existing process and with a minimal amount of information elements and business events Examples Offering services in an additional language Stock replenishment request of a form tagged for updates A request to automate an existing paper or electronic form that has no intelligence yet Setting up a new product line or a new service Substantial changes to an existing form that affect the business process and possibly other forms A change to the corporate branding that is simple in nature, but more complex due to the sheer volume of forms affected

Complexity of Projects - High Usually led by the Information Technology area of the organization and planned long in advance Usually involve fact-finding meetings, time and motion studies, discussions and presentations with interested parties, partners, user focus groups, trainers and technical support for implementation planning, deployment, training and communication It is crucial that the Forms Management Program remain informed of such corporate plans that undoubtedly will affect forms create a standard letterhead for a new division, a stock replenishment request, or the addition of common automated pre-set features in form fields A request for a new form related to a new business process and with a substantial amount of information elements, business events and multiple stakeholders. This type of request requires that the analyst give it a fresh unbiased outlook. The analyst needs to validate the need and purpose of this new form, become familiar with the new process and the organization’s objectives in implementing it, obtain all relevant documentation about this new process to understand the function of the new form within it and the steps it follows, understand what elements of compliancy are required, see to it that data fields and events in the form are properly sequenced and documented, check to see if other forms are affected, determine what staff training is required, determine what new procedures, technical help documents, website creation and updates, partner data arrangements and notifications need to be written for a successful implementation. May require joint project management with corporate project offices

Complexity of Projects High Require far more requirements capture, in-depth analysis and research, process review and mapping Examples are: The implementation of new legislation affecting a large number of forms Migrating forms from one software platform to a new software platform or software upgrade Often Forms Management receives requests that can quickly be dispatched to the forms developer or appropriate staff for action. Some examples are a request to make a small word edit or change to an existing form, a simple enquiry about a form, a request to This type of project is usually led by the Information Technology area of the organization and planned long in advance. It is crucial that the Forms Management Program remain informed of such corporate plans that undoubtedly will affect forms create a standard letterhead for a new division, a stock replenishment request, or the addition of common automated pre-set features in form fields Request for a new form or changes to an existing form shared with external partners

Roles

Roles Business Process Analyst Forms Analyst Forms Management Program Head

Business Process Analyst Focus on detailing the business process involving the form Provides the forms analyst or forms developer with a copy of the approved business process and flow maps Hold in-depth discussions on the process to help clarify how the form fits in the process, or how the form’s changes affect the existing process. Consult the forms analyst and/or forms database to determine if an existing solution or form could be adapted or modified to meet the client’s needs. Advises the client on the different corporate standards communication

Business Process Analyst Consult the forms analyst and/or forms database to determine if an existing solution or form could be adapted or modified to meet the client’s needs Hold in-depth discussions on the process to help clarify how the form fits in the process, or how the form’s changes affect the existing process. Consult the forms analyst and/or forms database to determine if an existing solution or form could be adapted or modified to meet the client’s needs. Help finalize the information elements that are truly required on the form for the business process to operate efficiently and interested capture the information needed

Forms Analyst Assess and analyze requests Decision making & problem solving Guidance to others General Business Activities: -Collects and processes data. -Analyses data, information needs and userrequirements. -Analyses work flow for forms automation. -Acts as consultant to users on informationdesign and work flow. -Designs simple and complex paper forms forany system. -Designs electronic forms under supervision. -Designs language for public-use forms andother documents. -Carries out document testing for smallprojects. -Carries out error analysis studies onindividual documents and small projects. -Writes printing specifications. -Liaises with suppliers and procurementstaff. -Keeps documentation up to date. -Writes business letters and internalcorrespondence. -Writes reports. Standards communication Forms Design

Forms Analyst Acts as consultant to users on information design and work flow Analyzes data, information needs and user requirements Collects and processes data. -Analyses data, information needs and user requirements. -Analyses work flow for forms automation. -Acts as consultant to users on information design and work flow. -Designs simple and complex paper forms for any system. -Designs electronic forms under supervision. -Designs language for public-use forms and other documents. -Carries out document testing for smallprojects. -Carries out error analysis studies onindividual documents and small projects. -Writes printing specifications. -Liaises with suppliers and procurementstaff. -Keeps documentation up to date. -Writes business letters and internalcorrespondence. -Writes reports. Implementation and Training

Forms Management Program Head Keep staff informed of significant corporate projects that affect forms Sets priorities to ensure targets are met within time constraints Keep staff informed on corporate priorities, the Program’s priorities

Forms Management Program Head Staff skills development Identifies and monitors risks for the department Plans and monitors budgetary needs for the department

Forms Management Program Head Staff skills development Identifies and monitors risks for the department Plans and monitors budgetary needs for the department

Conclusion Appropriate information is collected Decrease ambiguity Improves clarity Improves clarity — because a standard process will eliminate the need for guess work Guarantees quality — because work is done in a pre-defined, optimized way Standardization means better customer service Guarantees quality Improve customer service

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