SunGardHE Educational Technology Association (SETA) E-sign Web Forms replace Paper Forms Presented by: Bob Schneider Western Washington University

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 2

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

Course ID 180 Agenda Why move paper forms to the Web? Project Constraints Types of Forms Features Tools Benefits Technical Aspects Future 4

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 5

Course ID 180 WWU Project Requirements Web Form Data Entry Flexible routing Electronic Signature 6

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 7

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-sign Optional Off campus clients E-sign Form Fill-in on-line, E-sign, routing Most forms are E-sign Last 12 mo – 99% of created Forms 8

Course ID 180 Features Web entry Real-time Latest version always available Flexible routing Forms never lost Can determine location with a click Audit trail Can set required fields Print a paper copy 9

Course ID 180 Tools Blank form locator Web Form Finder Search for forms Individual & group security Inbox After 5 days auto reminder via Statistics Extracts 10

Course ID 180 Benefits Save paper Save time Speeds up routing Protect documents Distribute correct versions of docs 11

SunGardHE Educational Technology Association (SETA) Demo – Screen Shots

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” 13

Course ID 180 Submitter Find the Form Completes Form Signs Form and Submits Application: Submitter Receives Pop-up Confirmation Notice Submitter Receives w/ pointer to Form Auto Sends approver for Approval 14

Course ID 180 Web Forms Home Page – Find a Form 15

Course ID 180 Fill in Leave Form – top half 16

Course ID 180 Save Leave Form – to complete work later 17

Course ID 180 Get with Link to saved form – click link to open form later

Course ID 180 Click to Attach supporting doc 19

Course ID 180 Browse to doc on file system to attach and click attach

Course ID 180 Select file to attach – click Open

Course ID 180 Click on Attach, then Done

Course ID 180 Pending Attachment, Enter To: addr of approver, click on Check 23

Course ID 180 Enter To: addr of approver, click on Check 24

Course ID 180 Submit Leave Form after entering To: – Auto Signature 25

Course ID 180 Submitter gets Pop-up Verification of Submittal 26

Course ID 180 Approver& Submitter gets with Form Link 27

Course ID 180 Click and see form w/auth – bottom half 28

Course ID 180 Approver Clicks on message and Form Changes data on the form Approves / Disapproves With Digital Signature Sends to next approver Or Final Processor 29

Course ID 180 Approver gets to Approve Form 30

Course ID 180 with Pointer to Form 31

Course ID 180 Approver clicks to display form & enter / change data if needed 32

Course ID 180 Second half of form – Approver approves (or Disapproves) form & sends to another Approver or Final Processor 33

Course ID 180 Pop-up 34

Course ID 180 Second half of form – Approver disapproves 35

Course ID 180 Submitter gets notice of disapproved form, submitter corrects and resubmits

Course ID 180 Final Processor Does their work Locks Form Auto send Submitter confirmation Done 37

Course ID 180 Final processor – receives link, completes work & clicks LOCK 38

Course ID 180 locked 39

Course ID 180 Original Submitter Receives Views form to see status 40

Course ID 180 Submitter receives Notice when complete 41

Course ID 180 Supporting Tools Form Status Reminder Forms Finder Inbox Statistics 42

Course ID 180 Audit Trail Click on Link in saved Form with current status & all signatures Changes made by each signer 43

Course ID 180 Audit Trail via Authentication Results (signatures), click on one to see that time 44

Course ID Day Reminder 45

Course ID 180 Looking for a Form – Click on Find a blank Form

Course ID 180

Web Form Finder – Find a Submitted Form 48

Course ID 180 Form Finder 49

Course ID 180 Form Finder – Click on Dubbs 50

Course ID 180 Click on Dubbs to get only forms he approved/subm 51

Course ID 180 Forms Inbox, Click on Form # to call up Form 52

Course ID 180 Look at Statistics 53

Course ID 180 Statistics 54

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 55

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 , or in special security group 56

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 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 57

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

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 59

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, ,768,848 signatures Other solutions? 60

Course ID 180 Thank You! --- Questions? Bob Schneider WWU Web Forms Home page & PowerPoint To get the source code go to: under Code Repository. 61