NMDOT Forms Management Solution Project Modernizing a Legacy Forms Solution Jeff Woodman, NMDOT Applications Manager August 27th, 2014

Business Objectives To replace an aging forms solution To enhance our most frequently-used forms with electronic workflow and signature To enhance business intelligence with regard to form processes.

Executive Summary NMDOT has chosen to modernize and substantially improve the form submission process. Modernization Improvements include digitizing the document submission process for select agency forms to reduce process times and errors. The intrinsic benefits include creating a more productive and responsive agency thereby increasing customer satisfaction.

End Results, Post Go-Live Implemented 20 electronic processes for agency forms. Migrated a total of 326 agency forms to the new repository. Provided training on the system via 13 webinars, with additional events scheduled. Produced End-User “How-To” guides for navigating the forms repository, creating and using digital IDs, and a catalog of electronic forms.

Project Budget Projected Budget Actual Expenditures Software $273,000 Professional Services $218,000 $95,155 Training $25,000 $12,648 TOTAL: $523,000 $380,803

Project Wins The project drove positive changes to Active Directory – AD is up-to-date with valid phone numbers, e-mail addresses and managerial relationships. A web-based AD Management interface was constructed to allow HR staff to maintain contact details and managerial relationships. This system can dual-function as an agency contact directory. A new core competency in Adobe LiveCycle Process and Form Design was fostered. The agency gained additional business process visibility via Process Reporting. All development was completed in-house, with no vendor development support. This allowed the project to come in significantly under-budget.

Lessons Learned Adobe LiveCycle Development Team needs to be involved in selection of electronic form candidates. We need to plan ahead for the PCC process – coming in for certification mid-stream introduced new problems and risks to the project itself.