BFMA Forms Management Book of Knowledge - Sec 1 and 2

Forms / Template Design and Development 201 / 345 Also see − InDesign: Paragraph Styles vs. Character Styles71 − About Character and Paragraph Styles72 − Word Styles from the Beginning73  Graphic tools to add images, lines, tables or boxes with the ability to specify the line thickness, style and color.  Field properties, script, macro and programming features that allow forms developers to comply with existing standards and display formats, add intelligence to a form for electronic or online use (e.g., make the form accessible; apply a date format or telephone number display format.)  Access to database libraries and fields to map form fields to database fields, either to populate data into form fields with existing stored information or upload data entered by users into the database. 71 ModernLitho.com, “InDesign: Paragraph Styles vs. Character Styles” 72 Adobe, “About Character and Paragraph Styles”, InDesign User Guide, https://helpx.adobe.com/indesign/user-guide.html/indesign/using/paragraph-character-styles.ug.html 73 Office Watch, “Word Styles from the Beginning”, 26 January, 2015

Forms / Template Design and Development 202 / 345  Workflow and programming languages that allow form developers to program actions based on events identified in the business process and activated when the form is in use or being completed. For example Program an action button to submit a form, trigger a confirmation response to the user, save the completed form in a determined area or file system of the organization, export the data to the organization’s selected database, and send the form via workflow functions to the next actor in the process sequence.  The ability to generate different output files for the different output versions required. For example Take a form source file and export it to other file formats to create other output versions such as a: − High-resolution press PDF for the printed version. − Dynamic PDF version. − Dynamic intelligent online web form.

Forms / Template Design and Development 203 / 345  Access to language keyboard layouts and dictionaries to support forms development in many languages and allow for grammar and spellchecking.  The ability to create form sections or objects as models for reuse in other forms. These many features, for design or technical use, have greatly enhanced the forms development process and simplified the design and layout process. In addition, by allowing for programming, intelligence and connectivity to be included in forms, they have added complexity to form development and increased Program staff competency requirements.

Forms / Template Design and Development 204 / 345 Branding Most businesses and organizations, whether public or in the private sector will have some type of branding that is defined in a style guide. The branding (logo, color, font, etc.) is to be included on forms. Forms Management Program areas are encouraged to produce a Forms Style Guide to communicate how they include the organization’s brand or corporate image in their forms design. FUNDAMENTALS Generally, organizations provide specific instructions and guidelines as to how to apply and display their branding. The branding principles and design guidelines are usually found in an organization’s style guide that is produced by a Communications or Marketing area. As a rule, organizations register their branding logo as a trademark and hold copyright to it. This means the logo cannot be altered or modified in any way, and its integrity needs to be maintained at all times. In turn, those branding standards, principles and guidelines are adapted for forms design and development, and are usually included in the Forms Management Program Forms Style Guide.

Forms / Template Design and Development 205 / 345 This style guide is intended for forms developers, whether internal or contracted through external providers, to ensure consistency in forms development. The guide shows how to apply branding on its most common products such as stationery items and forms, and how to apply branding to the different form output formats, whether printed or electronic. The positioning and size of the branding depends on the form layout, size, construction and output format. The organization’s style guide and the Forms Management Program Forms Style Guide outline the acceptable graphic designs (e.g., one-color logo, two-color logo, reversed logo) and layouts approved for branding, including supported image file formats. For example On most forms, the branding usually appears in positive, that is in color on white or light background. It could, however, depending on the design, be printed in meaning that the logo image would be of light color on a darker background. Some logos themselves are designed in reverse images or text for effect. The choice of layout and display of the branding depend on the product output and colors.

Forms / Template Design and Development 206 / 345 Generally, branding requires adequate spacing for it to be clearly visible and recognizable. These spacing guidelines are generally included in the Forms Style Guide. For example The branding often includes minimal clear spacing around the logo. Since branding such as a logo often changes size depending on the application, spacing around the logo is often expressed as a dimension in relation to the logo, e.g. “clear space on each side of the logo equal to one half the logo width.” There are generally other prohibitions as well. It usually is not laid out on textured background that would reduce focus and visibility of the logo. It is not allowed to distort the logo. It is generally not allowed to modify the colors on the logo, however there are exceptions to this. For example On forms, a logo is generally printed in black. However, if a form is printed in all red and a logo must be included, it may be acceptable to print the logo in red in this instance.

Forms / Template Design and Development 207 / 345 There are different types of image files that produce the logo, some with higher quality output and some with less quality. It is essential for a Forms Management Program to have image source files that are vector source files. They are required especially for printed form outputs and to faithfully generate raster output files of the images for different form output versions. Vector images are created through drawing or illustration programs and made of mathematical formulas to manage geometric shapes, lines, objects and fills. They are clear, flexible and ensure the logo image can be proportionally resized without distortion or compromising its image integrity and resolution. Vector files are to be used to create graphics and logos, and for printed forms to provide quality output. Some common vector file formats are: .eps for Encapsulated PostScript .svg for Scalable Vector Graphics (a W3C standard) .wmf for Window Metafile Format .ai for Adobe Illustrator .pdf for Adobe Portable File

Forms / Template Design and Development 208 / 345 Raster output files or images, on the other hand, are created using a fixed number of pixels. Resizing them considerably compromises the resolution and image integrity. They are mostly used for web images displayed on screen and mobile applications. Common raster output file formats are: .jpg or .jpeg for Joint Photographic Experts Group .gif for Graphics Interchange Format .png for Portable Network Graphics .tif or .tiff for Tagged Image File Format It is recommended  To use vector source files to generate the raster files necessary for other output versions. For example An organization logo in a vector file format would be used for the source file of a letterhead form being printed. The same logo would have been converted to a high-resolution JPG or PNG for screen or web display of the same letterhead, ensuring it can print to a 300 dpi (dots per inch) quality when printing is required.

Forms / Template Design and Development 209 / 345 When the intended use of the logo and form is strictly online, then the JPG or PNG logo created using the vector file for quality can be generated at a lower density suitable for web and screen display.  Use the vector files of the logo to create a number of additional raster output files (JPG or PNG mostly) of the logo in different sizes to accommodate different design and layout uses for different form products.  That Forms Management Program staff obtain or create different vector source files and raster output files of their logo. Ideally, there should be source files:  In black for one color output.  In reverse if required.  In the branding specific color or colors in positive and reverse, as necessary. Having various vector source files and raster files of the organization’s branding images are useful when:

Forms / Template Design and Development 210 / 345  Dealing with external providers who might have a preference of a given file type over another depending on their equipment and technical requirements.  Contracting form services. It normally is the responsibility of the organization to provide original branding and logo image files to external providers.  Granting legal permissions to third parties for using the organization’s logo. This may be requested as part of:  Event displays.  A conference.  Multi-partner projects.  Sponsorship display of partners. This responsibility usually falls to the organization’s Communications or Marketing areas, but it has also been known to fall to the Forms Management Program. Requests asking permission for using the organization’s logo should be examined carefully as to the intended use, visibility and potential risk to the organization’s reputation and follow an established approval process.

Forms / Template Design and Development 211 / 345 It is useful to obtain standard legal permission text vetted and recommended by the organization’s Legal Services. It can then easily be adapted to any request for quick review and approval before issuing the permission. As a rule, vector source files should be supplied unless a specific image file format is requested. Be sure to always request and insist on seeing the application of the organization’s branding on the third-party material before it is publicly released to ensure compliance and integrity. Approval and refusal of permissions are to be thoroughly documented and archived for future reference. Also see − PPI vs. DPI: what’s the difference?74 − What is a vector file? What is raster?75 − Vector Graphics76 − Raster Images vs. Vector Graphics77 74 Colette Pomerleau, “PPI vs. DPI: what’s the difference?”, 99designs, https://99designs.ca/blog/tips/ppi- vs-dpi-whats-the-difference/ 75 MODassic, “What is a vector file? What is raster?” 76 Wikipedia, “Vector Graphics”

Forms / Template Design and Development 212 / 345 FORMS DEVELOPMENT Forms developers apply branding standards, rules and design principles to forms according to the organization’s style guide and the Forms Style Guide. Branding is adapted to the needs and specifications of each output version required for a form. Forms developers pay attention to guidelines on the location of the branding images as well as the quality level required in order to apply the appropriate image file format. As forms are developed or revised, it may be that new branding formats are needed to address a business requirement. A new format is usually done in consultation with the Communications or Marketing area that is responsible for brand standards. For example An organization’s logo usually printed in red faces problems when used outdoors on labels to identify vehicles abroad. Due to sun exposure, with time, the red ink disappears, and as a result, the logo also disappears. 77 The Printing Connection, “Raster Images vs. Vector Graphics”

Forms / Template Design and Development 213 / 345 To prevent the logo from disappearing due to sun exposure, the logo can be printed white in reverse on a cast-in red colored label not affected by sun exposure. The logo looks different in white, but retains its look and feel in a new design and ensured consistency in appearance, especially by not disappearing when in use! When producing the different form output files for the output versions, the forms developer takes care to include the image file that best suits each output version, respectively. For example For printed forms or eforms that require printing, the developer keeps the vector image source file or export to a high-resolution raster file to assure good quality printing results at a minimum of 300 dpi (dots per inch). For web forms, the forms developer uses a quality resolution image file such as a JPG or PNG suitable for screen viewing. When including branding image files in color, the forms developer selects the appropriate color system for the images to display or print appropriately.

Forms / Template Design and Development 214 / 345 If only used online, the RGB color system may be satisfactory. In cases where the forms are sent to print, the developer will specify the Pantone® color or colors selected for the branding or provide the equivalent CMYK color values. For eforms that also require users to print them, it is best to use the CMYK color system. This is to ensure color accuracy and proper color management by the computer and printer drivers for an accurate color print output. Ensure that the color system specified matches the use of the form. At all times the developer ensures the logo and branding images faithfully retain their original and intended look. The developer uses the appropriate image vector source files to resize the logo as necessary depending on the form layout, size and product format. Whether the logo is decreased or increased in size, it proportionally always maintains is design look and integrity. PRINT PRODUCTION When producing form output files for print providers, the forms developer needs to include vector image files for every branding image contained in the form. This is to ensure high-resolution print quality output. The developer confirms with the external print provider, which vector file format best works for its equipment.

Forms / Template Design and Development 215 / 345 Generally, a vector image file included in a form high-resolution press PDF source file would retain the integrity of the branding images. As well, when branding image files are to be printed in color, the forms developer is careful to identify the required color or colors of the branding, either by specifying the Pantone® code for the color or colors, or provide their equivalent CMYK color values. This ensures the branding on the forms is printed in the exact colors specified for the organization’s style guide. It is possible that a printing process in a specific industry does not use either the Pantone® or the CMYK color system. Should such an instance occur, the forms developer needs to be notified by the external provider, find an equivalent ink color in the product type used by that industry. The chosen alternate color or colors must be to the satisfaction of the organization and its approval obtained before proceeding. This occurs rarely, but it does happen. Also, when submitting forms to be printed on products not using paper or typical print technology, the developer needs to check what mechanisms are used in the print production to ensure good quality printing of the branding images and the form. This is also

Forms / Template Design and Development 216 / 345 required in order to determine what form and image source file formats to provide the external provider. For example The flexography print process that uses flexible relief plates made of rubber can print on plastic, metallic products, cellophane, and paper. TECHNOLOGY To support an organization’s branding, technology is necessary first to create the branding images. This usually is a drawing and graphics technology able to output high-resolution vector source files. This ensures the logo or branding images are scalable for any media, be it a small form, an ID card or a big poster or promotional stand sign. The technology also supports the organization’s (including the Forms Management Program area) ability to export the branding image files to other usable image files needed for its various product output formats and media. Large organizations usually have their own internal graphic services area to provide branding images in vector source files

Forms / Template Design and Development 217 / 345 and raster output files for other functional areas to use, such as the Forms Management Program. In cases where there are no internal graphic services, the Forms Management Program will need to contract an external graphic design provider to obtain the necessary images files they need to provide their forms development services to the organization. This is usually done in consultation with the Communications or Marketing area that is responsible for brand standards. The Program will also need to work with Legal Services to ensure contracts include clauses to secure the organization’s brand copyright and intellectual property rights, and brand integrity on products delivered. Finally, the organization’s technology platform and forms development software architecture support the logo files. The accepted image file formats are listed in the Forms Style Guide. FORMS CONTROL The Forms Management Program staff in charge of overseeing forms deployment, procurement of forms print services, accepting forms delivery and effecting quality assurance on form and other

Forms / Template Design and Development 218 / 345 products received, ensures that the organization’s branding images or logo are:  Appropriately laid out and displayed on forms sent for deployment or to print.  Clearly detailed in print specifications as to the specific color system and color codes to print, resolution and quality level required, what source files are provided.  Faithfully reproduced and printed according to detailed specifications provided as to quality, color, sharpness, ensuring the logo and reputation of the organization is not compromised. Following a quality assurance process, remedial action is initiated when forms received do not comply with specifications or quality level requested.  Checked every time a form request is received by the Forms Management Program, ensuring they are still compliant, or to identify if the form’s branding needs updating. PROGRAM MANAGEMENT The head of the Forms Management Program is responsible for ensuring Program staff understand their responsibilities in

Forms / Template Design and Development 219 / 345 upholding the organization’s reputation through the management of the branding applied to forms. The Program head also ensures staff have access to the necessary branding vector image files and raster output files it needs to develop forms in its many output formats and versions. This may mean making sure staff have access to the organization’s library of branding image files or has the technology tools to create their own image files. Depending on the size and structure of the organization, the Forms Management Program could be the custodian of the branding image files, or simply one of the many key users with access rights to them for use in the development of forms. In situations where the Forms Management Program is the custodian of the branding image files, then the Program head needs to ensure an approval process is in place to manage granting permissions for using the organization’s branding to third parties who make formal request. This may require consultation and agreement between key partner areas such as Communications, Marketing, senior management as well as Legal Services responsible for writing permission text with legal clauses to ensure the branding is protected.

Forms / Template Design and Development 220 / 345 Allowing third parties to use one’s branding can pose risks to one’s reputation. This is why the approval process includes a clause that requires the third party to submit proofs of their planned material (e.g., PDF of a poster, banner, promotional material, brochure, etc.) before approval is granted. This allows the organization to validate that the branding is applied as instructed, is compliant and is not compromising the organization’s reputation. If it isn’t, the organization can choose not to grant its permission. The Program head sees that approval and refusal of permissions with accompanying sample designs are thoroughly documented and archived for future reference.

Forms / Template Design and Development 221 / 345 Peripherals used with forms With more and more technology advances, more equipment, applications or systems are also used in conjunction with forms. These peripherals need to be fully documented by the Business or Forms Analyst for the Forms Developer to ensure their technical requirements are met and included in the solution to be developed and implemented. FUNDAMENTALS Forms are not standalone objects. They usually are part of a business process with different steps until the intended purpose of the form is completed. There are as many steps and processes as there are transaction and service possibilities. Some steps require the use of other peripherals (equipment, tools, systems, technology) to capture, receive or transmit form data or perform tasks associated to forms handling or processing. For example  High-speed digital printers merge client data to a letter template or invoice form and folder/inserters automatically ready the forms for mailouts.

Forms / Template Design and Development 222 / 345  Specialized printers and readers such as Magnetic Ink Character Recognition (MICR).  Data systems to upload or exchange data submitted on eforms.  Scanners to capture and upload data from completed forms.  Scanners to image completed forms for archival purposes.  Barcode systems for data capture or output.  Information management or e-record systems to automate the saving of completed forms or document file records. For example An electricity service provider sends monthly invoices to thousands of customers. The service provider first collects data on how much electricity every customer uses by month. This is necessary for the service provider to calculate the correct rate and monthly amount to charge the customer. The service provider also checks that the customer paid the previous months’ invoice. This impacts the total amount to charge in the current bill.

Forms / Template Design and Development 223 / 345 This is a very basic example of a business process; others may begin with a phone call, an in-person visit, an online request, and so on. Like in the above example, some processes involve the use of other technology or equipment as part of the business process. Using this same utility bill example, it would logistically not be cost effective to use manual labor to insert printed invoices in envelopes. It would require many workers and time to process thousands of invoices. This is why, thanks to technology, processes involving mailouts often use high-speed digital printers, able to merge data and equipped with sorters, folders and inserters. The utility service provider sends a data file with every customer’s data (name, mailing address, utility usage, rate, previous month’s payment, total amount due). The print provider has a source file of the invoice form with data fields positioned in the appropriate locations to which the data will be merged and printed. Once printed, the invoices are individually sorted, folded and inserted into envelopes ready to be mailed.

Forms / Template Design and Development 224 / 345 Other examples of forms using peripheral equipment Some request forms include a 2D barcode. • As the form is completed on screen, data is captured and encapsulated into the 2D barcode. • Once completely filled out, the 2D barcode holds the data, which can later be quickly scanned from the printed form to upload that data into a system database. • The barcode ensures: − The data is accurately retrieved and read. − Avoids having to re-enter the data by the area handling the requests − Reduces errors by providing accurate information entered by the user. Canadian passport requests are good examples. ID cards are printed on specialty security plastic cards on a dedicated printer for ID cards. The ID cards display a barcode to be scanned by a secure door activation system or at optical turnstile gates to allow entry to employees with access rights to work zones.

Forms / Template Design and Development 225 / 345 Cheques also are produced and processed using Magnetic Ink Character Recognition technology, better known as MICR. Its standards are used mainly in the banking industry. • An encoding line displaying the document type, bank code, bank account and amount is found at the bottom of cheques or other negotiable documents such as bank drafts or money orders. • Characters are printed in specific fonts using a magnetic ink or magnetic toner allowing the MICR readers to scan the information and send it to a database. MICR printing is most frequently used for the following types of applications: Manufacturing cheques Cheque manufacturing refers to the process of converting milled paper into finished cheque and deposit books, computer stationery, etc. This is usually done by a small group of specialty or security printers, mail order cheque printers, and others. MICR printing systems are becoming more popular in this market.

Forms / Template Design and Development 226 / 345 Issuing cheques The most common use of MICR printing systems is the process of obtaining cheque stationery from the manufacturer and encoding it with MICR information. Most businesses regularly issue cheques in at least two of the following categories. Payroll cheques Accounts payable cheques Dividend cheques Benefit cheques Drafts Warrants Negotiable orders of withdrawal. Issuing turnaround documents Turnaround documents refer to any type of volume transaction, negotiable or not, that requires data capture. Familiar examples of turnaround documents are: Credit card invoices

Forms / Template Design and Development 227 / 345 Insurance payment booklets Instant rebate coupons Turnaround documents are also used in remittance processing, which is a procedure for handling items returned with a payment. MICR encoded turnaround documents enable organizations to cut their resource and equipment costs. For example 1. A bank card company MICR encodes an account number on the bill and remittance slip that is sent to the customer. 2. The payment is returned with the remittance slip. When the bank card company receives the cheque and payment slip, the two documents are visually checked to see that the amounts are the same. 3. The documents are processed by a MICR reader sorter, which reads magnetic ink characters.

Forms / Template Design and Development 228 / 345 Printing financial forms MICR is also used for printing a variety of financial forms. Examples of MICR financial forms include: Personal cheque books Limited transaction cheques, such as money market cheques Direct mail promotional coupons Credit remittance instruments Internal bank control documents, such as batch tickets. For example 1. A common public form available online is completed by a user, saved and submitted online to the organization. 2. When submitted, the form is programmed to save a copy of the form with the data entered. 3. A PDF version of the completed form is presented to the user and another is saved into a specified digital records management folder.

Forms / Template Design and Development 229 / 345 4. The data from the form is uploaded to a designated database. 5. A workflow action is included to notify the area designated to validate the information received.  If correct, the staff will click OK and the data is uploaded (committed) to the official database.  If incorrect, a standard email message is returned to the user. For every step in this process, the forms developer carefully programs every data field and action to execute every step of the process, according to specified requirements for the form. Different programming languages may be involved; it is important to know which language to use to execute what programmed function. Systems and peripherals used either to produce form outputs or as part of their handling and processing process come with their own technical characteristics, requirements and specifications. Each must be assessed and analyzed in detail to

Forms / Template Design and Development 230 / 345 ensure the forms are designed and developed to successfully operate with them. It is also important to ensure the design and construction of a form to comply with one piece of equipment does not conflict with other peripherals or technology used with the same form. When several pieces of equipment, software or technology are involved in the process of a form, it is essential to analyze them all to ascertain that they will interoperate. BUSINESS PROCESS ANALYSIS When analyzing business processes, gathering details from interested parties and users involved in handling a process, the business process analyst documents any equipment, specific technology, software used or required during process operations. In each case the analyst ensures to note the exact name or brand, make, model of the equipment as well as any specific characteristics or requirements identified by users. This information is essential for the forms analyst and forms developer to obtain the technical requirements and specifications that apply.

Forms / Template Design and Development 231 / 345 The same information – name, brand, make and model – is provided for any equipment or technology proposed in options or new solutions in business cases. Once a decision is made on the technology or equipment, the forms analyst and forms developer can use the exact specifications. The choice of peripheral equipment to use with forms depends on how the forms are used, at what frequency, and what is the purpose or benefit of using one equipment type over another. For example It may not be cost-effective to invest in the use an Optical Character Reader (OCR) to scan a few hundred forms received in a year. But OCR might be the best choice if the only form that matters to the organization is returned in millions of copies and they are all handwritten. The use of technology must result in benefits to the organization (e.g., cost and effort savings, handling or processing efficiency gain, improved operations, cleaner data received) and a return on investment, for it to even be considered. This is normally detailed in business cases submitted to the requester, interested parties and senior management for selection and approval.

Forms / Template Design and Development 232 / 345 FORMS ANALYSIS The documentation (e.g., process maps, business cases with solutions, requirements, technical or system requirements) provided by the business process analyst remains key to the forms analyst. The documentation assists the forms analyst in outlining a form’s detailed requirements and specifications document intended for the forms developer. Reviewing the documents’ technical specifications, the analyst performs more in-depth analysis of any equipment associated with the form. For the form to process properly, it needs to be designed according to the specifications of the equipment that will use it. For example In the above example where utility bills are mailed monthly, it is essential the forms developer be made aware of the technical parameters. They are needed to ensure the form is developed to merge the customer data, accurately fit and print on the specified page area, paper size and weight. This brand of high-speed printer may have a specified requirement for a minimum margin area on all sides of the page, leaving a specified print area zone available to print the form details.

Forms / Template Design and Development 233 / 345 Just as important, some print providers require the form output file to be in a printer native format. The print provider then needs to replicate the form’s layout and design in their own equipment software, including adding the data fields to merge the customer data. In such cases, it is critical the forms analyst and developer review the form’s replica created by the print provider to ensure compliance and accuracy, including the form identifier and edition date. It is also recommended such replicas be considered as different output versions and identified appropriately in the form identifier. In the cases of eforms completed online and printed with a 2D barcode output, the forms analyst must indicate to the developer which data fields need to be included in the data contained in the barcode. This is to ensure the forms developer programs the barcode correctly, ensuring the necessary fields are included. These specifications provided to the forms developer also guide the quality assurance teams performing rigorous testing to confirm the form and 2D barcode perform as they should, and that the data is successfully read and accepted in the related database system.

Forms / Template Design and Development 234 / 345 For example A scanner can be used for converting paper forms and completed forms by clients into digital records. Although this seems to more of a one-time project with a definite purpose, the forms analyst, with the collaboration of their partners in Information Technology, ensures the scanned document images meet the Program’s and organization’s archiving and business needs. More importantly, when scanners are used to capture handwritten data, such as Optical Character Readers (OCR), the forms analyst ensures to detail the OCR requirements for the forms developer to accurately map the scanned areas for the data to be successfully read, captured and exported to the appropriate database fields. For example In the case of cheques, the forms analyst needs to review the design and construction requirements to be sure specify the banking standard for the layout, including the MICR requirements (specific MICR typeface and ink or toner). The analyst also verifies whether the cheques need to be printed on security paper and with what security features.

Forms / Template Design and Development 235 / 345 There are many different types of equipment, technology, software that can be used in the production of form outputs or in the handling and processing of completed forms. It is important for the forms analyst to know of their respective technical characteristics to properly write the form’s specifications for the forms developer to address when developing forms. When a number of forms are processed using the same equipment, it is recommended the forms analyst include the specifications and illustrate the standard layout and particulars in the Forms Style Guide. This ensures that every form designated for use with that equipment is developed consistently to the same specifications. FORMS DEVELOPMENT The forms developer designs and develops forms according to the standards and principles outlined in the Forms Style Guide for different form outputs. As well, the forms developer complies to other standards, technical requirements or protocols as they apply to specific technology, systems, software, tools or equipment used either to produce the forms or during forms’ handling process.

Forms / Template Design and Development 236 / 345 Specifications for peripherals are detailed in the requirements and specifications document. The forms developer studies and analyzes the requirements and performs a more in-depth evaluation of the technical requirements to develop the forms so they work with the intended equipment and operate successfully. Specific settings, design, product, and output requirements; handling and processing equipment, usage particulars, are all taken into account when developing any form. These are reviewed on a case-by-case basis since equipment and requirements differ from form to form and output format version. The development of forms using peripherals is more complex and generally requires more testing by the forms developer before finalizing a form, before proceeding with more comprehensive testing and quality assurance process for deployment. For example In the case of utility bills mailed monthly, the forms developer takes the draft form produced to be tested using a test data file to verify the data merge functions properly with the high-speed printer it will be printed on. This allows the developer to validate if the image area of the form is correctly positioned, to confirm the programmed data merge

Forms / Template Design and Development 237 / 345 function populates the information in the correct data fields on the form, and that the high-speed printer prints and inserts the forms properly. For example A similar process is followed when developing forms with user data to be uploaded in databases through the scanning of 2D barcodes. The forms developer programs the form fields in the specified programming language, maps the form fields to the data fields in the database, and tests. When testing the printed copy of the form, the developer checks to see that the barcode was printed clearly for the reader to be able to scan it properly, that it captures the form data, reads it and uploads it correctly to the database in the correct data fields. This basic testing allows the forms developer to make corrections or adjustments either to the forms design or programmed data fields. Testing by the forms developer is carried out until the forms design meets all forms, system and equipment requirements. When satisfied, the forms developer can submit the form for approval. Testing results may be submitted as supporting

Forms / Template Design and Development 238 / 345 documentation confirming to senior and executive management that the form will work as it is supposed to. For cases where the forms are printed via external print providers requiring the form output file to be in the printer’s equipment native format, the forms developer performs key quality assurance verification. This is to ensure that the replica developed by the external print provider meets the organization’s specifications provided, is compliant and accurate. The forms developer reviews proofs and test results provided to the organization for validation before submitting the form for approval. DATA COLLECTION AND PRESENTATION Machines and equipment are constrained by their physical construction, their technical characteristics and their languages (not always comprehensible to the mere human!). They operate in defined ways and forms need to adapt to them. For example If a scanner requires that user input be handwritten in UPPERCASE or typed for the data to be scanned properly, then the forms developer must be sure to add an

Forms / Template Design and Development 239 / 345 instruction asking users to type their answers or write them clearly using UPPERCASE. The risk of not including this instruction is that users answer in illegible text that the scanner can’t read. Forms are systematically rejected, resulting in higher form processing costs. For example When standards, printer, or equipment specify a particular image area and definite margins, it is important to respect them in the form’s design, otherwise, data elements may misprint, not appear, not be read or fail to process correctly (e.g., in mail sorting machines). For example The equipment used with a form requires the use of a specific programming language, while the form software can only output in languages not read by the equipment. It is important then to see how the information elements of the form required by the equipment system or software can be converted or translated to the language the equipment understands. Identifying the languages of the machines and equipment used with forms is necessary to

Forms / Template Design and Development 240 / 345 develop and perform successful business process operations and forms data exchange. When adding form fields to a form for data exchange, avoid the use of unconstrained fields that increase the probability of garbage input. Whenever possible, allow users to access existing stored information and constrain input to ensure better data quality. For example If a database has 4 separate fields to capture a credit card number, then ensure the form’s design displays a similar setup on the form, that is, 4 separate boxes for users to enter each 4-digit set of their credit card number. If only one field was displayed on the form, this could create problems for the data exchange, or require more complex programming to parse the one field data to upload into 4 fields. For example Predefine the date format the system uses; include preset responses of known values such as years, months, weekdays, etc. This prevents mistyped data, ensures the data entered corresponds to the equivalent data fields of the database it

Forms / Template Design and Development 241 / 345 is uploaded to. The more the forms developer can guide the user to enter preset responses, the better the quality of the data captured. When left unconstrained, the result is better known as “garbage in, garbage out,” and avoiding this is an objective held by a Forms Management Program. There is a multitude of peripherals that can be used with forms; they all come with their sets of standards, conventions, and programming languages. Forms Management Program staff need to be familiar with the approved standards of their organization’s technology platform and those applying to forms. In addition, Program staff and forms developers need to investigate the particular characteristics and technical requirements of any peripheral used with forms to ensure operational success of the forms they develop, especially with data collection and exchange. Peripherals are investigated and forms designs thoroughly tested to confirm data collection, transmission and successful exchange to support organization business needs. TECHNOLOGY Peripherals can be used to help the completion, handling and processing of forms themselves, and their related business

Forms / Template Design and Development 242 / 345 processes. However, for peripherals to be operationally effective and cost effective, they must be well understood by forms developers and programmers, and the forms efficiently developed to interoperate with them. Each peripheral comes with its set of standards, technical requirements, or programming languages. The approved peripheral or the organization is documented in the organization’s technology architecture and platform. These development standards are adopted and adhered to by forms developers, and apply to most forms requests. When form requests or business cases propose peripherals as part of new solutions, then forms developers need to investigate and test forms using them to ensure interoperability with the existing platform. This is normally realized with the help of the Information Technology area. Any form developed to operate with other peripherals needs thorough testing during the forms development phase to confirm successful interoperability. This is essential to confirm the forms will successfully work as intended, in support of specified organization business needs, before proceeding with deployment or approval to proceed.

Forms / Template Design and Development 243 / 345 PRINT PRODUCTION Different types of peripherals are used to print forms or to process them once they are printed and in use. Forms can be printed on local or network printers, at times on secure printers. It is important the forms developer ensure the appropriate fonts are available to users and applied to the forms for successful printing.  For PDF output files, embed the fonts within the file.  For HTML or XML cascading style sheets, specify the fonts within them. This will ensure the computer will print the fonts displayed on the PDF or print using the fonts available from the user’s computer.  For print production of forms, it is important for the forms developer to know how the form is printed in order to prepare an output file that meets the technical requirements of the device and associated equipment. Printers and presses vary depending on the output product. A form can be:  Printed on single sheets using an offset press.  Printed on a high-speed printer.

Forms / Template Design and Development 244 / 345  Printed on a specialty printer for a particular product such as ID cards.  Produced through the use of a die-cut matrix. … and others. Whatever equipment is used to print or produce the forms, the forms developer prepares the form’s design and layout according to the equipment’s technical specifications and according to other applicable standards. During development and after printing, the forms developer performs any number of required quality control and quality assurance testing to confirm the print quality level of the printed forms. This is especially critical when other equipment is used to handle and process completed and printed forms. For example Hand-held or mechanical scanners are used to scan barcodes, read them to either download data from or upload data to other systems or databases. Barcodes on ID cards operate devices such as doors or turnstiles for entry access.

Forms / Template Design and Development 245 / 345 Regardless of where or how printed, barcodes, MICR codes, serial numbers need to be clearly printed in order for their respective scanners and equipment to be able to read the data correctly. Following design and construction standards in the printing of certain items is just as important for successful processing. For example Envelopes and letters need to be compliant to postal standards to ensure that when posted, the mail processing machines are able to read the postal codes properly and that the envelopes are in the correct range for size, thickness and weight for the machines not to reject them. For this to happen without a hitch, the forms developers ensure that the form design complies with postal standards, the address and postal code are located in the correct zone of the envelope and letter (if using a window envelope). The specified spacing is adhered to for the machine to read the information and mechanically process the mail in an automated fashion, as it is supposed to. The forms developer verifies the construction quality of all forms products. To satisfy the organization of the form product’s quality

Forms / Template Design and Development 246 / 345 and performance, the forms developer carries out quality control and quality assurance testing. For example In the case of envelopes, the forms developer or other designated Program staff or area: − Reviews and tests randomly selected samples of the envelopes delivered. − Checks the envelope printing, construction, and window position. − Seals the flap of a sample envelope to ensure the flap glue actually glues and stays sealed once the envelope is closed. The risk of losing or damaging letters during mail processing or in transit, or allowing persons other than the addressee see their personal information, needs to be mitigated. Print production criteria in general with regards to forms production or processing must be considered, understood and technical requirements and specifications applied to the letter. This is to avoid risking data exchange failure or construction errors resulting in handling and processing errors, ultimately resulting in reputation and financial damages for the organization.

Forms / Template Design and Development 247 / 345 Specification writing Forms developers must understand form requirements in order to properly develop specifications for the desired form product. Knowledge of physical forms products, software and programming capabilities, handling equipment and manufacturing capabilities is necessary for this skill. It may require product research. FUNDAMENTALS Being aware and knowledgeable of the different industry standards, manufactured products, printing and other equipment used to produce, develop or process forms is an essential competency for Forms Management Program staff. It is essential to ensure forms are developed in a consistent and cost- effective manner and that forms staff are able to write clear specifications for printers, developers or external providers to obtain the desired result. The word specification itself indicates a document where particulars and details, prescribed materials, size, quality levels, are stated specifically for something to be produced, manufactured or installed. Specifications exist in many domains, such as

Forms / Template Design and Development 248 / 345 building, architecture, food and drug, technology, printing industry, and more. For forms production and processing, there are different types of applicable specifications, such as: Technical requirements (e.g., to meet equipment and printer requirements, postal standards for mechanically automated mail processing). Functional requirements for how the product is to work (e.g., using what programming language, event sequence, workflow, executable actions). Print specifications for production of printed forms, but also for forms printed locally or on the network printers. Technical specifications for information technology, for peripherals, for interoperability of programming languages between forms, systems, databases. They are also necessary to specify programming languages to use in forms for populating, collecting and exchanging data. Specifications are also written in different ways depending on the intended addressee. Forms analysts or business process analysts write specifications intended for forms developers or programmer such as:

 Specific margins. Forms / Template Design and Development  Font family, type size and weight, color and other property 249 / 345 for emphasis or special effect. Be familiar  Data field sequence and labels. with the  Specific action to be scripted. specific  Workflow. vocabulary  Special features. of the industry,  Technology, peripherals and equipment used with forms. manufacturers, and partner Each industry, manufacturer uses its own vocabulary and service providers. jargon to identify specific elements of their business. It is important Program staff be aware of the existence of such particular vocabulary, become familiar and fluent in using each of them. This is necessary to be able to adequately write specifications document that will result in the expected form product that behaves in the intended way. At times, Program staff need to research products or are faced with writing specifications for products they are not familiar with. Industry representatives, field experts and external providers remain key allies and advisors that can help Program staff understand their products and equipment, even help find viable form solutions.

Forms / Template Design and Development 250 / 345 BUSINESS PROCESS ANALYSIS Business process analysts outline clear requirements in their business cases, are accurate in identifying the participating actors in business process maps (including inanimate actors like databases, systems, servers or libraries), and clear in specifying any particular requirements. When identifying technology equipment, hardware, software, systems, applications, servers, databases, business process analysts include their name, version, type, brand and any relevant detail that ensures those reviewing business cases and maps can properly identify and recognize them. Examples of process map labels:  User accesses form 1207 on the web as a dynamic PDF and web application.  Form 1207 approval and payment section field data sent to a finance module in an Enterprise Resource Planning (ERP) system.  Form 1207 data uploaded to server (server name) and database (database name).