BFMA Forms Management Book of Knowledge - Sec 1 and 2

Forms/Template Design and Development 6 / 349  Display convention to differentiate hyperlinks from other text. Hyperlinks are underlined or distinguished through a different color that is recognizable by colorblind persons.  Programmed script on pages allows users to navigate eforms or online applications using only the keyboard. These represent only a few examples of design guidelines and standards that were established and that now govern how webpages and eforms are designed and functionality applied to them to be accessible. And even when forms are not electronic making use of advanced accessibility features, Forms Management Programs, especially those in the different government levels, are obligated to provide citizens with an accessible format. If not electronic, this usually means a printed version of the form in large type size or in Braille. Developing accessible forms has become the new standard. Accessible forms:  Provide better access and services to users who fill the forms.  Allow persons with disabilities to:  Access better job opportunities.

Forms/Template Design and Development 7 / 349  Benefit from accessibility features to help them process forms or extract and read the data collected from forms as part of their work tasks. FORMS ANALYSIS When collecting information on the business process, and more specifically the users of the form, the forms analyst documents if there are staff users with special needs or disabilities. Most forms are now developed as accessible forms, but staff users may require additional equipment to work with the form when filling or processing it. The forms analyst needs to ensure designated staff have access to the required assistive technology in order to perform their job. This means the forms analyst documents any peripheral equipment used by staff associated with the form’s use or process. This is to determine whether the existing equipment:  Is compatible and operational with the next version of the form.  Needs to be upgraded for the form to be processed adequately by staff or for staff to be able to carry on with their duties. For example The forms analyst needs to indicate any type of equipment used with forms (e.g., barcode readers,

Forms/Template Design and Development 8 / 349 scanners, screen readers) and for each, specify what brand, make, software and version. All findings are detailed in the requirements and specifications document handed to the forms developer. This will help the developer determine an approach to the forms design and development as well as make recommendations regarding technology or equipment upgrade, if necessary. FORMS DEVELOPMENT In this day and age, it is unavoidable: eforms are to be developed as accessible forms. This means the forms developer ensures that all necessary and mandatory features for accessibility are applied to every element found on a form:  Logo  Title  Images.  Hyperlinks.  Form field labels (captions) and data entry fields.  Instructions  Action buttons.

Forms/Template Design and Development 9 / 349  Menu options.  Checkboxes. … and more. This may require more development time at first, having to apply object properties, textual equivalents, specific display features, to every element on the form. Applying accessibility features and requirements is a great motivation for forms developers to create models and objects with form areas that are common, similar in content, and found on many forms. For example The forms developer creates a section for client information such as their given name, family name, address, telephone numbers at home and at work, and their email address. This group of information elements is found on a good number of the organization’s forms. By creating a model or object, the developer programs, codes and applies the accessibility features to every form field, information, label and image contained in that section.

Once programmed and coded, it is saved and can be reused Forms/Template Design and Development on any other form being developed that requires this set of 10 / 349 information. Develop The forms developer’s motto should be develop once, reuse once. many times. Even if some elements are modified from the original Reuse form or template, it is still advantageous for the developer to reuse many times! them. The developer benefits from the existing coded accessibility features and must update or modify only those elements that differ. In addition to applying the standard accessibility features required on any forms design, the forms developer also examines the requirements and specifications document for any other particulars. This could be:  The need for specific peripheral equipment.  The need to add an action button to meet the needs of a certain group of users.  Reviewing the existing technology documented to ensure it is still compatible and workable with the upcoming versions of the form. In the event a piece of software or equipment requires updating or changing, the forms developer notifies the forms analyst and

Forms/Template Design and Development 11 / 349 business process analyst for them to notify the business owner and client areas for options and solution. Depending on the nature of the equipment, its purpose and how extensively it is used, this could require a business case to justify the investment. If a minor investment affecting few users, the business case may only need the business owner area management approval. A major investment affecting many or all users may require a business case for the executive management to approve. Business cases for technology or equipment procurement or upgrades are prepared in partnership with the Information Management and Technology area to ensure compatibility and interoperability. Accessible eforms and applications go through initial testing during development followed by a more rigorous testing and quality assurance process to ensure the correct accessibility features have been applied to every form element and that they all work. This is also to ensure no element has been missed, as this could result in the form failing to collect the necessary data. There is generally a designated area in Information Technology mandated

Forms/Template Design and Development 12 / 349 with testing applications, systems, websites and forms for accessibility compliance. DATA COLLECTION AND PRESENTATION Thanks to assistive technology such as screen magnifiers, screen readers and audio devices, users can read or hear the eform. The cursor follows the programmed sequence to navigate through every form element, reading:  The logo.  The form title.  Section headings.  Filling instructions.  Data field labels.  Even existing user data downloaded to facilitate form completion. This guides the user where to enter required information and to know what data has been added to the form. Where written messages appear to confirm successful submission of a form, the visually impaired user hears the message. They also receive an email confirmation that will be read by their screen reader.

Forms/Template Design and Development 13 / 349 With accessibility features, a user with disabilities can interact with a form in the same manner as a user without disabilities. Form data fields that are programmed to extract from and upload data to systems and databases, or the programmed actions and functions, operate in the same way, whether accessibility features are activated or not by the user. Thorough testing performed before deployment confirms valid data exchange. For users who do not use computers, data collection remains a more manual process, using alternate form formats such as:  Forms printed in larger type size or in Braille to help users read the form and enter their information.  Using a teletypewriter10 (aka TTY11).  Obtaining the assistance of a third party to help them fill the form. The service fulfillment may be slower than when provided through a more automated electronic form process, given the data requires 10 © Queen’s Printer for Ontario 2008, “How to Use TTY and the Telephone Relay Service”, Accessibility Directorate of Ontario, Ministry of Community and Social Services, https://www.uwindsor.ca/ohrea/sites/uwindsor.ca.ohrea/files/how_to_use_a_tty_and_the_relay_service_v 2_2008-10-31_0.pdf 11 About TTY.com, “What is TTY”

Forms/Template Design and Development 14 / 349 to be mailed, hand delivered and captured or re-entered in the system database. Such alternate options must remain to service the client base that does not use technology. TECHNOLOGY In many large organizations now, there is an area dedicated to evaluating and testing assistive technology. Smaller organizations or businesses may contract for specialized services for their accessible forms development and testing. The role of these accessibility experts is to:  Recommend the best software or tools for the needs of employees with disabilities.  Evaluate and adapt the work environment to ensure successful integration and work performance of that employee.  Test applications and eforms before deployment to ensure compliance to applicable accessibility legislation, rules and regulations.  Ensure that the appropriate accessibility features were applied and work as intended. Forms development software include accessibility features that can easily be added or programmed, or to be used with other

Forms/Template Design and Development 15 / 349 associated assistive technology. Some of the most common assistive technologies:  Electronic speech synthesizer for communication impairment.  Earphones, headphones, teletypewriter for hearing impairment.  Voice recognition software, Braille display, screen reader for learning disabilities.  Magnification devices, reading service, etext that reads in digital form.  Braille note-taker, Braille printer, screen magnifiers, and optical scanners for visual impairment. Although computers and assistive technology remain available to those who can afford it, they are slowly gaining ground and represent a big leap forward for accessibility. PRINT PRODUCTION Traditional forms that are manufactured are essentially not accessible, unless printed in large type size or in Braille and intended specifically to a visually impaired audience. Users with disabilities may need access to optical scanners that will read out the form information to them, and they will require help from a third party to guide them filling it out and follow through the process.

Forms/Template Design and Development 16 / 349 The form’s source file could output the accessible version and the high-resolution PDF print version of the form intended for manufacturing. Accessible eforms, however, may be successfully and accurately completed online thanks to accessibility features included. When eforms also include intelligent features such as a 2D barcode and automatic workflow functions, the user obtains immediate confirmation that their form submission was received and valid. If the form needs to be printed, signed manually and mailed, the instructions are voiced and the appropriate printer requirements given to the user to ensure the 2D barcode, for example, will be of the quality required to upload the form data once received. Filling a form on screen or online is a more accessible alternative than having to rely on a third party. Depending on the type of form, it may be possible to program the view of the form in different zoom options or type sizes for users to select what works best for them. Unless they have the technology to produce the alternate formats internally, the Forms Management Program needs access to print providers that can print alternate form output formats such as forms in larger type size or in Braille to fulfill their

Forms/Template Design and Development 17 / 349 accessibility obligations. This is necessary since not all users with disabilities have access to computers or assistive technology. Specifications for such print requests need to be clear and a reasonable delivery deadline established so as not to cause undue delay or a negative impact for the client. FORMS CONTROL Forms technicians in the Forms Management Program area maybe involved with accessible forms. Tasks might involve:  Tracking any request for an alternate form format for project tracking, reporting and statistical purposes.  Testing the eform during development to validate the accessibility features before the form is formally sent to testing and quality assurance.  Sending printing requests for alternate form formats to known print service providers.  Reviewing the print specifications to ensure they meet the client’s request. Staff record the print provider’s confirmation that the form was printed in the alternate format and the date the form was sent to

Forms/Template Design and Development 18 / 349 the client as part of project tracking and service fulfillment to the client. This is because only the client receives the copy in the alternate format. There is no need for the organization to pay additional printing fees to receive a duplicate copy of its form in the alternate format, except maybe the very first time for records purposes. PROGRAM MANAGEMENT Although the head of a Forms Management Program does not need to know the intricacies of accessibility features and how to apply them, the position holds a number of responsibilities in regards to accessibility. Given the visibility and importance accessibility has gained, it is critical for the Program head to ensure the organization procures and implements forms development software that includes accessibility features to apply to forms. It is essential the Program head and its forms developers work in close partnership with the Information Technology area. This is to:  Ensure procurement of the appropriate forms development software.

Forms/Template Design and Development 19 / 349  Establish enterprise accessibility standards.  Establish an accessibility testing and quality assurance protocol to be applied for all eforms and templates. It is up to the Program head to assure that governance practices are applied to accessibility. While the policy for accessible forms is an organization policy, compliance with the organization policy is a part of the Forms Management strategy. The strategy contains an approval process and provides for how to deal with requests for exceptions or exemptions. The Forms Style Guide details:  The established accessibility standards.  Accessible forms design and development guidelines, including accessibility testing.  A list of qualified print providers for alternate formats. The Program head also ensures that:  Program staff are well aware of the accessibility legislation, rules and regulations applicable to their jurisdiction.  Program staff are trained in understanding accessibility requirements and features, development and testing process of accessible features in eforms.

Forms/Template Design and Development 20 / 349  Business process analysts and forms analysts are aware to collect the necessary details for the forms developers to apply the correct accessibility features.  Training on new features or accessibility innovations are readily made available to Program staff, seeing how fast accessible and assistive technology is evolving.  The necessary tools, equipment, reference material and key partnerships are in place to assure the delivery and deployment of accessible forms to the organization and its client base. The Program head also ensures contracts or service agreements are in place with specialized print service providers to fulfill its obligation to provide alternate form output formats, as required. Negotiated delivery timelines need to be clearly defined in the contract or service agreement to secure a very quick turnaround time. This is to ensure the client receives the form in its alternate format in a very reasonable delay. A reasonable timeline for the client would be no more than 5 working days, including mail delivery. This means the print provider needs to produce the alternate form within 24 to 48 hours. The objective is to provide an adequate service delivery not

Forms/Template Design and Development 21 / 349 to cause undue delay or a negative impact for the client with disabilities that could affect a critical situation.

Forms/Template Design and Development 22 / 349 Laws, rules and regulations The Forms Management Program staff must be familiar with, and act as an advisor regarding, specific laws or group of laws, rules, regulations or other orders prescribed by an authority (internally and externally) that impact business forms and processes. These laws and regulations can be federal, state, provincial, municipal, even organization specific. Below are some examples and there are many more.  Privacy laws12  Freedom of Information Act13 in the US.  Access to Information Act and Privacy Act14 in Canada.  Municipal Freedom of Information and Privacy Act15 in Ontario.  Health laws  National Provider Identifier (NPI)16 in the US. 12 Wikipedia, “Information Privacy Law” 13 FOIA.gov 14 Government of Canada, “Access to Information Act and Privacy Act. 15 Government of Ontario, “Municipal Freedom of Information and Privacy Act” 16 Wikipedia, “National Provider Identifier”

Forms/Template Design and Development 23 / 349  Health Insurance Portability and Accountability Act (HIPAA)17 in the US.  Canada Health Act18  Archives  National Archives19 in the US.  Library and Archives of Canada Act20  Federal, state, provincial or municipal licensing.  Advertising, insurance, and banking laws.  Security (passwords, encryption, protecting, redaction, masking, etc.). FUNDAMENTALS There is no escaping laws, rules and regulations when developing forms. Enacted legislations become laws that govern processes in various areas. When developing forms, it is critical the Forms Management Program staff apply the laws, rules and 17 Congress.gov, “H.R. 3013 - Health Insurance Portability and Accountability Act of 1996 18 Government of Canada, “Canada Health Act” 19 USA.gov, “National Archives” 20 Government of Canada, “Library and Archives of Canada Act”

Forms/Template Design and Development 24 / 349 regulations in their jurisdiction to the particular form project they are working on. Some are more obvious than others. For example In Canada, the Official Languages Act21 stipulates that federal forms are to be produced in the country’s two official languages: English and French. Form staff working at the federal level plan a form’s project for both languages. Depending on the output format, the form could be printed bilingual with: • One language on one side and the other on the back. • Both languages side by side. • In a tumble publication. Most often now, with eforms, they are separate versions allowing the user to pick the form in the language of their choice. A similar situation is found at the United Nations, which has six official languages. For example 21 Government of Canada, “Official Languages Act”

Forms/Template Design and Development 25 / 349 When forms ask personal information, this typically alerts the Forms Management Program staff that privacy laws and regulations apply. For example It is not typical nor warranted for a job application form to ask the applicant’s nationality as it is irrelevant to the hiring process. But what if the organization has offices around the world and is recruiting persons to work in foreign countries? The nationality reveals the person’s knowledge of the language and culture of its country of origin, which would be useful if posted there. Obtaining the nationality of candidates might actually prove to be an asset rather than a perceived discrimination. Allowing this question on a form might require prior approval of Legal Services and senior management. Laws and regulations differ from form to form, depending on:  The nature of the form.  Who fills the form.  What information elements are asked, for what purpose and intent.

Forms/Template Design and Development 26 / 349  Where the information is sent.  Who accesses that information and how it is used, handled and stored.  Whether the information is shared with other organizations.  Where the information is stored and for how long. One or more laws and regulations could affect one form. Each form section and form element must be evaluated and addressed to apply the associated laws, rules and regulations. In an organization, once staff know under which laws and authority they work, they become familiar with the most common. For example Every business process involving purchasing and payment is governed by a financial act and the signing authority delegation chart within the organization. These are applied whenever a form displays an approval to procure goods or services (e.g., procurement of supplies, travel expenses, printing requests, contracts). There may be instances when a forms project may require further investigation or discussion:

Forms/Template Design and Development 27 / 349  To confirm which laws or rules apply. or  To determine whether the laws and rules need to apply to a form. Once the applicable laws, rules and regulations are determined to apply, then the Program staff ensure the relevant form elements, legal text or feature are applied and displayed as prescribed. Also see − Differences Between Rules and Regulations22 BUSINESS PROCESS ANALYSIS The information obtained in the business process documentation, process maps and business case provide more general information. For example, a process map may simply indicate steps in this manner: 1. “Purchase requisition” form completed by user. 22 Key Differences, “Differences Between Rules and Regulations”.

Forms/Template Design and Development 28 / 349 2. “Purchase requisition” approved by director using e-signature and sent by workflow to Procurement. 3. “Purchase requisition” reviewed and approved by Procurement staff. 4. “Purchase data” from requisition is uploaded to the procurement system and creates a “purchase order”. 5. “Purchase order” form a) e-sent to service provider. b) Saved as a record in the Procurement area digital record file for the fiscal year. 6. “Goods delivered, quantity and quality checked”. 7. Goods received and approved for payment. 8. “Purchase order with delivery receipt” sent by workflow to the Procurement area digital record file and to Accounts Payable for payment. 9. Payment completed and approved in accounting system X.

Forms/Template Design and Development 29 / 349 a) Copy purchase order and approved payment saved in the Accounting area digital record for the fiscal year. 10. E-payment scheduled for the evening before 30 days from the delivery date. Note: When a process map shows completed forms are saved as records in the electronic document and records management system, this indicates the form needs to comply with archiving legislation, rules and regulations. The above example could apply to an internal form or an external form. It’s only through reviewing the form elements that it can be determined whether the user information contains personal information or only internal staff information. The payment schedule information could reveal details related to legislated payment requirements. From this bit of information, the forms analyst would look further to determine whether a note to that effect needs to appear on the purchase order form to notify the service provider of when to expect payment.

Forms/Template Design and Development 30 / 349 FORMS ANALYSIS As part of their core competencies, form analysts are aware of the laws, rules and regulations that generally apply to forms development. At times, business processes and forms may fall under the authority of international laws, treaties and regulations, such as trade agreements. For those organizations dealing with external partners or partners in other countries, the list of applicable laws and regulations is more extensive and adds complexity to forms development. When performing its in-depth analysis of a form, the forms analysts can quickly determine which laws, rules and regulations are likely to apply. For example When the forms analyst sees an actual draft form with all its elements, it will become clear if the form collects personal information or not. If it does, the forms analyst knows to apply the required privacy act information and specific document classification designation that need to appear on the form (e.g., PROTECTED - Personal when completed, TRADE SECRET, and include instructions as necessary). For example

Forms/Template Design and Development 31 / 349 If the forms analyst determines it is relevant to notify the service provider of payment regulations, it may be necessary to quote the exact section of the financial act to support the notification and include it on the form. In rare circumstances, a specific form project may require further investigation to confirm other laws, rules or regulations that may apply in a particular case. Other areas such as Legal Services, Policy, Contract Management, Privacy area, and specific functional areas generally have staff that can help and guide Forms Management Program staff in finding the relevant laws, rules and regulations, as necessary. These experts are called upon to provide or help write legal or other text that is compliant to policy, regulations or internal rules. For example After reviewing the form elements and analyzing the information content of a proposed form, the forms analyst determines that a disclaimer might be necessary. The analyst discusses the issue with the client and form owner area to validate the need for a disclaimer. If validated, Legal Services or the relevant functional area subject-matter

Forms/Template Design and Development 32 / 349 expert provides the Forms Management Program with the approved disclaimer text. For example On forms where personal information is required and the Privacy Act applies, the access to information experts in the organization can work in partnership with the Forms Management Program staff to develop a standard text to be applied on forms of similar nature. The standard text may be used as a model for specific form sections and adapted to each form particular context. A similar approach could be taken for standard text for financial approvals, legal disclaimers. Such common and standard text elements are included in the Forms Style Guide. Any adaptation differing from the standard text needs to be reviewed and approved by the responsible functional area of the organization. As well, the forms analyst documents the specific section of the Act that applies to any form element on the form. This may depend on the business process. For example

Forms/Template Design and Development 33 / 349 Approving an expenditure on a purchase order may fall under section 123 of the Financial Act ABC, while approving receipt of the goods may fall under section 456 of the same Act. Signing and spending authorities depend on the organization’s signing authority delegation chart and specific authority levels may need to be specified in form labels or captions. The forms analyst details every law, rule or regulation that needs to be included on the form in its requirements and specifications document. The forms analyst also ensures to accurately write the correct title in full, and the acronym if applicable, of every law, rule or regulation included on the form. As well, the forms analyst includes any prescribed designation, wording or standard text that is to appear on the form such as:  The document security classification designation to appear on the form.  Particular instructions directing clients to the appropriate service for information  When necessary, specify the section of the Act under which authority an event or action on the form is performed.

Forms/Template Design and Development 34 / 349 In the case of printed forms, the forms analyst specifies criteria to help determine the paper quality and requirements to meet the required laws and regulations. For example • The form is stored in paper files and needs to remain legible and accessible for more than 50 years. It is to be printed on archival-quality paper. • As per environment regulation X, envelope 1234, a No. 10 type, is to be printed on recycled gray Kraft paper. Every applicable law and regulation, specific information element and data field, designation or text to be displayed or included on the form, or associated to the form production, are detailed and documented in the requirements and specifications document. FORMS DEVELOPMENT Generally, the forms developer knows which laws and regulations govern forms development and production as a whole, such as:  Laws on accessibility.  The use of recycled papers.

Forms/Template Design and Development 35 / 349  Security classification designations.  Privacy and access to information laws.  Archiving laws. Depending on the organization and the nature of their business, there may be other laws relating to:  Insurance.  Securities.  Advertising.  Trade restrictions. … and more that the developer needs to be aware of. Laws and regulations are only one of the many aspects and criteria the forms developer takes into account when developing forms. They are in addition to:  Design standards.  Display conventions.  Sizes.  Construction specifications or constraints.  Plain language.  Programming languages.

Forms/Template Design and Development 36 / 349  User needs and requirements. … and more. Essentially, the forms developer examines the requirements and specifications document for details on the form elements and information. It outlines:  What specific laws and regulations apply.  If any specific designations need to be displayed.  If any legal text needs to be added. The forms developer applies what is specified to the form. In the event the forms developer has questions on a specific form element or text associated with laws or regulations applicable to the form, the forms analyst can help obtain clarifications either from the client or relevant subject matter expert (Legal Services, Policy or functional area). In the case of printed forms, the forms developer specifies paper requirements, form construction and production process to provide the best compliant solution based on the applicable laws or regulations. Different laws and regulations may govern different form products.

Forms/Template Design and Development 37 / 349 PRINT PRODUCTION Different laws and regulations apply to print products depending on their:  Their nature.  Function.  Intended use.  Audience.  Life expectancy. For every form project requiring printing of forms, the forms developer assesses what laws, rules and standards apply to that form construction and production process. This is achieved through reviewing the requirements and specifications document. For example Some paper specifications are governed by: − Archives legislation (e.g., for archival of official records to be held over 50 or more years).

Forms/Template Design and Development 38 / 349 − Environmental laws (e.g., Washington State Legislature and its House Bill 228723 requiring the purchase of 100% recycled content copier and printer paper). − Security and banking specifications (e.g., for cheques). There could be others. Once the forms developer has determined which laws and regulations apply to the form, it becomes possible to recommend and show product samples that comply and meet the client’s needs for decision. The forms developer specifies the paper requirements in the print specifications. In the event the required paper or substrate is no longer available, which does happen at times when reprinting, the print provider needs to contact the forms developer and discuss alternative materials. The forms developer would discuss these with the forms analyst and client before approving any materials or construction change to the form specifications. 23 Washington State Legislature, “House Bill 2287-2009-10 Requiring state agencies to use one hundred percent recycled content paper”, Effective date 7/26/2009

Forms/Template Design and Development 39 / 349 PROGRAM MANAGEMENT The head of the Forms Management Program is familiar with and sees that the Program staff are aware of the most common and important laws, rules, regulations that apply to their jurisdiction and organization. The Program head and staff stay alert for any communication on new or upcoming legislation that could affect forms development and production. It is up to the Program head to assure that governance practices are applied to laws and regulations. Like known standards, design guidelines and conventions, the Program head ensures key laws and regulations affecting forms design, development and production are documented in the Forms Style Guide. A compliance statement to laws and regulations is included in the form policy and Program Manual. This is to ensure Program staff and any other contracted resource are aware of the laws and regulations they must comply with when developing forms and to ensure consistency. This is critical since failure to comply with laws and regulations could:  Risk harming the organization’s reputation.  Cause financial loss.

Forms/Template Design and Development 40 / 349  Risk legal suit. The Program head may also be called to support its staff on projects that require further investigation on laws and regulations. The Program head assists staff by facilitating contacts with the appropriate functional areas. The Program head ensures that laws and regulations affecting forms design and development as a whole are included in the Forms Policy and in the Forms Style Guide along with form design standards, policies, conventions and best practices.

Forms/Template Design and Development 41 / 349 Object libraries Object libraries are a collection of self-contained identifiable components of a software system or form design that have well- defined usage, design and function. Each is saved separately as an object and can be reused to ensure consistency of data, appearance and behavior. The Forms Management Program must ensure the object libraries are used, organized, maintained, easily accessible, communicated to and shared by all Program staff and forms developers, whether internal or on contract. FUNDAMENTALS Objects native to software Advanced forms development software includes a number of objects to facilitate the developer’s work when creating and developing forms. Objects can include:  Image files.  Pre-set scripted functions.  Features such as the “save” function or the “submit” function applied with buttons.

Forms/Template Design and Development 42 / 349 Each is included with standard known script that can either be used “as is” when applied, or easily be adapted to the organization’s specific locations. For example The “save” function: • May already be programmed with all the necessary script to open the “save” window for the user to proceed as normally when saving a document in their personal environment. • Might be programmed to automatically save to a preset destination. In that case, the developer applies the standard script and adds the specific organization’s system or directory path. Other native objects include form features such as:  Apply a calendar for users to select a date, including its numerous date format displays.  Add a menu with a country list.  Add a menu with weekdays, months or years.  Standard form elements such as telephone numbers in various display formats:

Forms/Template Design and Development 43 / 349  One in the North American format.  One in the European format.  Essentially, displaying the list of all possible telephone formats in the world from which the developer can pick depending on the intended audience of the form. Other native objects include relevant document properties, such as:  Date stamps as to when the form was saved or submitted.  A feature to capture the user’s physical regional locale and system parameters.  A standard email data field based on the known configuration protocol.  Document path and filename. … and others. These native objects assist the developer when creating or modifying forms. They allow for quicker inclusion of intelligent features in forms without having to program them since they come with preset coding and script. Even if the developer needs to tweak or adapt some, it still reduces development effort by being able to simply drag and drop existing objects or common fields.

Forms/Template Design and Development 44 / 349 Custom objects In addition to native library objects, the software also allows for form developers to create and add their own custom developed objects to the library, ensuring consistency among forms and by Program staff. For example The organization has agreed that all forms display the logo in a certain layout with a text message next to it. The developer creates this image by applying the logo image and adding the required text, then saves it as an object in the library. This can be done for a number of individual form elements or groups of elements that often appear on forms, such as the client information which could include a number of information elements such as: − Given name − Family name − Telephone number (at home, work, cell) − Email address. − Home address, mailing address.

Forms/Template Design and Development 45 / 349 The developer designs a form section for this group of information and saves it as an object. Creating new objects requires more development effort at first, because the developer also applies all the relevant standards:  Design and display properties for form elements (typeface and size, case, weight, color and color system, display format).  Other features such as accessibility features (ability to zoom to a bigger size, text equivalent for assistive devices to read).  Navigation sequence or field order.  Scripting, programming or data mapping. This means all the necessary standards, display conventions, action programming, and scripts are included in the newly developed object. The added value is that once the custom object is added to forms object library, it becomes shared and available to Program staff, other forms developers and programmers in the organization to ensure consistent form design and functionality on all organization’s forms. Once an object is added to a library, record keeping and documentation is completed. Objects may be included in the forms management database with an entry similar to a form, including:

Forms/Template Design and Development 46 / 349  The name of the object.  The object’s source filename.  Where this object is used (on what forms).  Documentation about the purpose of the object, its functionality, features, scripting details and more. This information is useful should a list of objects need to be updated because the database is searchable. The forms object library also allows the inclusion of form elements in other languages. This is particularly useful for organizations that create forms in multiple languages. The object library becomes an efficient tool to document form elements that are common to most forms, including those in other languages. This ensures that once objects are properly translated, vetted, validated and approved, they can be placed in the library for every developer to access when creating forms in other languages. As a result, it reduces overall forms translation costs. Common known elements do not have to be translated every time when properly applied and only the form’s new or unique elements require translation.

Forms/Template Design and Development 47 / 349 Again, the forms developer’s motto should be: “create once, reuse many times”. FORMS DEVELOPMENT When developing forms, the forms developers benefit from existing native objects and from custom developed objects deposited by developers into the forms object libraries. Forms developers may also access other libraries, such as organization’s systems or databases’ data field schemas from which they can pick the relevant data fields when mapping forms to extract, upload or exchange data. The use of object libraries and systems data field schemas is meant to accelerate the process of developing forms through the efficient use of pre-set, pre-programmed existing fields. It’s in the best interest of forms developers to work in close partnership with the Information Technology area to discuss and agree on the structure of shared libraries for consistency and common understanding. Just as the Forms Management Program establishes filenaming conventions for forms, developers often establish object library conventions with a common data management standard.

The more standard objects and form elements that are defined, Forms/Template Design and Development programmed and available in the forms object library, the easier 48 / 349 it is for forms developers to create a new form. Create Object libraries allow for what is known as rapid development. once. Even when the developer needs to change the script, mildly adapt Reuse it, or add a new form element or data field to an existing library many times! object, it is still simpler to reuse that object, edit it and benefit from the existing features. It not only reduces the development effort, but also ensures the form elements:  Are consistent across all forms.  Display the correct features.  Operate with tested functionality. Forms developers are not only avid users of form objects, but are also key creators and contributors of form objects that assist partner developers in creating forms, templates or applications. DATA COLLECTION AND PRESENTATION Either using native pre-set data fields or custom developed objects with data fields, the programming contained is meant to collect and manipulate data entered. It is particularly useful to create

Forms/Template Design and Development 49 / 349 objects where data fields require complex and specific system programming to extract, download or upload data. Creating such complex form elements and objects can represent a substantial investment effort. It is in such cases that the concept of “create once, reuse multiple times” becomes attractive. The first time a group of form fields are created, programmed and data mapped, they also go through rigorous user acceptance testing, pre-deployment testing, and quality assurance process. Once validated, the object created and deposited into the object library is deemed operational. Developers can remain confident that testing of forms where the object is reused will be successful. For example A forms developer is tasked to create a new printer-resident form that is meant to merge data into the form at print time. The developer selects objects from the library to build this new form: − The logo object. − The client data object. − The signature block object. This ensures that:

Forms/Template Design and Development 50 / 349  Logo images and associated information, including accessibility features and print resolutions are developed correctly.  The client information data fields that include script to extract and merge existing system data display in the correct typeface, size, and location on the form once printed.  The mailing standards are complied with for successful mail processing. The form’s functionality regarding how it captures the data using instructions, online guides; the data entry and exchange, remain just as accurate as validated through testing and quality assurance of all output versions. Developers could rewrite the script and program data fields on every form, but it is far simpler and less risky (e.g., prone to errors) to reuse existing form objects and data fields already programmed, scripted and tested to accelerate forms development, and ultimately, accelerate service delivery and fulfillment. Forms developers notify other development partner areas that share the forms object library of any new or modified object, and in the latter case, how the object was modified.

Forms/Template Design and Development 51 / 349 A change could have a significant impact on existing eforms and online applications that use the form objects (e.g., say the data is mapped to a different path or location). Some software links the library objects to forms and updates the forms automatically when the object changes. For this reason, software with this feature often requires that the form is opened and resaved for the changes to take effect. The form likely will require retesting. PRINT PRODUCTION The fact that the use of form object libraries accelerates forms development is just as true when forms are printed. Object libraries are useful to provide image objects, groups of form elements pre-arranged in designed sections that can be easily recovered from the library to create a new form or modify an existing one. One might believe that the same objects were used to create the eform and the printed form, but they could be different objects. For example The output resolution of an eform might be lower and suitable for online viewing, but a printed form requires at least 300 dpi. It is possible that the forms developers have deposited different sets of logo image files in the library:

Forms/Template Design and Development 52 / 349 − Some logo images are at lower resolutions for screen view. − Others are at a higher resolution for quality print output. The forms developer needs to recover the applicable objects depending on the form’s output version. Although the advantage it is more significant when developing eforms because associated features, display properties, functions, and scripts are added to the objects, using form objects to design printed forms is just as effective. It allows for quick updates, quick design, and correct display properties of images, data fields and labels in a consistent manner. FORMS CONTROL The forms technician is responsible to verify that:  Form objects are  Named according to the agreed convention.  Well documented.  Listed and catalogued.

Forms/Template Design and Development 53 / 349  A duplicate copy of the object source files are saved in a separate location than the forms development software itself from which developers access them. This is to ensure proper management, tracking, update, and version history of every form object, as is done with forms. Unlike the forms inventory or catalog, the object library list is for the Forms Management Program staff and other partners in forms, template and application development. Forms developers who create objects for the library need to notify the forms technician, providing a brief description, purpose, source file and filename.

Forms/Template Design and Development 54 / 349 Source files The form source file is the single digital design file that is used to create all output versions of a form. The Forms Management Program is responsible for the development of form source files and of each potential output version (XML, HTML, pdf, paper), their maintenance, storage and archiving. Source files constitute one of the most valuable assets under the responsibility of the Forms Management Program. FUNDAMENTALS The Forms Management Program holds the responsibility to create and develop forms. It also ensures forms’ source files and output versions are:  Created in an optimal manner.  Well safeguarded as records.  Part of the disaster recovery and business continuity plan. For each source file and output version, the Program staff must have knowledge of:  The firewall issues.

Forms/Template Design and Development 55 / 349  The target audience.  Laws and regulations.  Specific usage application.  Output media specifications.  Additional supporting files (logos, images, attachments), etc. In the context of design and development of forms, source files may well represent the Program’s most valuable asset under its responsibility.  The source file of each edition of a form is stored, backed up and safeguarded.  Source files can be used as a model to create a new form or to be restored during a crisis. All source files for intelligent eforms contain applied features, functionality, display properties, programmed scripts that represent a substantial time, effort and cost investment to produce. Losing form source files would pose a significant risk to the organization’s operations in addition to the high cost that would result in having to recreate and redevelop them.