BFMA Forms Management Book of Knowledge - Sec 1 and 2

Forms/Template Design and Development 156 / 349 − The user is able to successfully fill every required field. • Execute every function included on the form. • Enter wrong data to validate error messages. • That the information entered is in the desired font, type size and weight. • Successfully print the form if settings allow. Test the different methods of printing the form to ensure all function: − Print a blank form. − Print a completed form. − Print to multiple printers. • Confirm NOT being able to print the form if the feature is disabled. • Successfully save the form if allowed, or not if disabled. … and more. In the case of more complex or dynamic eforms with: • A lot of programmed electronic features.

Forms/Template Design and Development 157 / 349 • Data exchange and interoperability with other systems, databases and peripheral equipment. The forms developer saves: • The output file of the form in the correct filenaming convention agreed for testing purposes. • The output file in the relevant file directory for it to be available to the testing environment and testers. • A copy in the Forms Management Program’s archive directory. More complex forms are definitely tested by the Testing and Quality Management team, the Web Services and designated groups of users, either using a specific testing area, training area or sandbox. For example A form is output as a printer-resident form where client data and standard letter text is merged for weekly mass mailouts. It is also an internal eform where staff users can:  Select the client from a system and download set client data to the form.

Forms/Template Design and Development 158 / 349  Select the standard letter text to include.  Finish completing the form and print it before mailing it. Testing of printer-resident forms or forms with variable data printing To perform testing and quality assurance of a printer-resident form or a form with variable data printing requires that the forms developer: • Obtains a data file from the Information Technology area containing test data of a set number of bogus clients, say between 10 and 50 (to be determined at test time). − If the form is also addressed to persons in other countries, the forms developer may require two sets of data files to test in-country addressing vs foreign addressing. − The data files need to be set up in the same data format the working data files would normally be sent to the print provider. • Sends the test data file to the print provider along with the output format file and test instructions.

Forms/Template Design and Development 159 / 349 The print provider: • Installs the form version on its printer and executes a test run of the merge function using the bogus data file onto the new form version. This is to ensure: − The merge function executes. − That the merged data map, display and print correctly in the appropriate data field locations on the form. The test run also includes sorting, folding and inserting the forms in their respective envelope. • Collects the printed sample forms in their envelopes and sends the samples to the Forms Management Program as printer’s proofs. The designated Program staff thoroughly reviews the proofs to validate that: • The merge process was successful. • The correct data elements are printed in the correct form locations. • The addressing information fits in the envelope window in compliance with mailing standards.

Forms/Template Design and Development 160 / 349 It is wise to take a form proof to the organization mail service or to the post office to test the size and weight of the sample form in its finished product. This is to validate that it meets expected postal standards and postage cost. Any anomaly needs to be investigated to verify that specifications were complied with. • Print or merge errors are noted. Problems could stem from: − Errors in the data file format. − From data fields not positioned or aligned properly. − Printing on the wrong paperweight. − Printing on the wrong form edition. The forms developer: • Makes necessary corrections to the form source file. • Generates a new output file with the problem corrected. • If necessary, new data files are obtained from the Information Technology area. • Sends new files to the print provider to test anew.

Forms/Template Design and Development 161 / 349 Testing continues until results are satisfactory and no errors occur in the printing of the data. Testing the internal eform version Forms to be used internally by staff are: 1. First tested by the forms developer as the form is being developed. 2. Then tested by a group of users who normally handle the form in their work activities. 3. Finally put through formal testing by the Testing and Quality Management area and Web Services. The group of users: • Validates that the form meets their needs and is effective. • They also test key functions such as: − The data merge from the associated system database works. − That the merged data map and display in the correct form data fields.

Forms/Template Design and Development 162 / 349 − That they can select, edit or add text where necessary as part of their work using the form. − That the forms print clearly on local or network printers. − That the printed form and information are well aligned as per the design and layout. − That the mailing address displays properly in the window envelope once folded and inserted. Like the users, the Testing and Quality Management and Web Services test the form’s functionality, but also how it works in the operating environment. They test: • That the form output version filename is according to the known convention. • The ability to view, access and launch of the form. • The access rights to see if they work properly, that the designated groups of users actually are able to execute the functions the access rights grant them. • Security features and document classification designations applied to the form. • Any links in the forms or to access the form.

Forms/Template Design and Development 163 / 349 • Accessibility features. • All electronic features included in the form (data mappings, calendars, menu selections, radio buttons, action buttons, etc.) • All data mappings, merge functions, data upload, download and exchanges to systems, applications, databases, whether internal or external. • Script programming languages used, interoperability of form and data. • Print functions. • The Save function, especially if the Save button is programmed to: − Save the completed form in a preset filename convention, in a particular file directory path, or in an electronic document management system. − Send the saved data to system databases. This is important given that once saved, the completed forms or the saved data may be accessed by other

Forms/Template Design and Development 164 / 349 organizational systems that support other staff work activities (e.g., client enquiries or support). Testing continues until results are satisfactory and no errors occur at any steps of the form’s usage process. Testing of forms being implemented due to a new system or software implementation. When forms are being implemented for a new system or software implementation, it is possible that testing be performed by a training area or training provider. New systems at times require staff training. This may be done using online training or in-class training, as determined by the organization. Trainers: • Need to see the system in action as well as associated forms early in the project in order to produce the training material. • Often end up testing the forms ahead of other users and can provide early heads up on potential problems.

Forms/Template Design and Development 165 / 349 • Provide help that allows for fixing problems early on and minimize the testing effort later when nearing deployment time and time is of the essence. Test script To guide testers, the forms developer provides a step-by- step written test script that will serve as a roadmap. This test script: • Lets user testers know what to expect from the moment they launch the form until the last event is executed on the form. • Each step is defined, detailing what action to execute and what the result should be. • Each step is executed and its outcome documented (e.g., success, fail, specific problem occurred is detailed). If training material or procedures exist, they may also be provided to testers for reference. For more advanced technical testing of the form in action in the live environment with associated systems or on the web, the forms developer in collaboration with its Information Technology partners, prepares a more technical test

Forms/Template Design and Development 166 / 349 script for the Testing and Quality Management team to report on. Testers report test results at every step in the test script. • This list of results becomes the test report once testing is completed. • All errors and anomalies are documented and the report sent to the Forms Management Program forms developer. The forms developer: • Makes any corrections noted by the user testers, by the Testing and Quality Management team, and the Web Services, as applicable. • Fixes the form source file. • Generates a new output file to retest until satisfied everything works. For certain projects, the forms developer may act as the testing coordinator, providing instructions and direction to different testing groups, or vetting test scripts and test beds others put together.

Forms/Template Design and Development 167 / 349 Once a satisfactory test report is returned indicating the form’s functionality works, the accessibility features work, the tabbing and navigation sequence work, saving and printing functions work, etc., the forms developer proceeds with the approval process of the form. Test results and proofs are included in the approval documentation. DATA COLLECTION AND PRESENTATION Testing and quality assurance are particularly important for eforms that collect, present and transmit data electronically. The objective of the testing and quality management phase is to confirm the form actually does what it was developed to do. Although such forms may be user tested by groups of users at first, it is essential the Testing and Quality Management team and Web Services rigorously test them as well. The Forms Management Program needs to assure the client, form owner, stakeholders and the organization that the form performs its intended function to meet their business needs. The Testing and Quality Management team and Web Services test the following, among others:

Forms/Template Design and Development 168 / 349  The different output versions of the form to be deployed and how each version is accessed, launched, how each behaves with what functionality.  That each version has a unique identifier according to the accepted filenaming convention, ensuring each edition and output version is distinct.  The access and security rights applied to each form output version.  The programming interoperability of each form output version.  Security features and document classification designations applied to the form, and how this affects how completed forms are accessed, saved, printed and their data transmitted.  Accessibility features to ensure persons with disabilities can also fill the form, benefit from included electronic features helping them accurately fill and submit forms.  All electronic features included in the form (calendars, menu selections, radio buttons, data fields with preset display conventions) that help users enter information are tested to ensure they collect, display and transmit in the correct data format.

Forms/Template Design and Development 169 / 349  All data mappings, merge functions, data upload45, download46 and exchanges47 to systems, applications, databases, whether internal or external. Each data field and data exchange is checked and validated. If data is uploaded, it is checked to ensure it uploaded in the correct data format. If data is downloaded, it is checked to ensure the correct data is displayed in the correct locations on the form layout. If data is transmitted to external partners, they check to ensure the data was properly received in the correct data format. At times, it may be required to convert or translate the data to another programming language for the receiving system or database to accept it. This data translation process is also validated to ensure data is properly transmitted and received.  Action and event buttons that perform specific functions are tested to ensure they execute properly. For example 45 Margaret Rouse, contributor Marsha Segebarth, “uploading”, Whatts.com, https://whatis.techtarget.com/definition/uploading 46 Wikipedia, “Download” 47 Wikipedia, “Data exchanges”

Forms/Template Design and Development 170 / 349 A Save, Submit, Reject or Approve button is tested to: − Ensure the script programmed to save the completed form works, whether it is meant to save in a preset filename convention, in a particular file directory path, in an electronic document management system, or other. − Confirm that upon clicking the Save button, the program included to send the saved data to system databases is executed. Databases are checked to confirm data reception in the correct data format. − Confirm that the completed form or form task is routed via workflow events to the next area responsible to action the next step in the business process. Other systems or applications delivering the tasks are checked to confirm tasks have been received and are actionable. − Confirm that data uploaded to databases is accessible to other staff areas via other operating systems. Other associated systems are checked to validate the data appears when requested (e.g., select a new client profile).

Forms/Template Design and Development 171 / 349  Print functions and quality reliability. This is particularly important where other equipment is used such as scanners or barcode readers. The print quality needs to be good enough for the equipment to scan and upload the data. Poor quality printing results in scanning and data collection failure. Data, and especially accurate data, has become a valuable asset to organizations. Thorough testing and quality management:  Help protect the organization’s data assets.  Minimizes the risk of data errors, data corruption, processing and production errors, any of which could risk the organization’s reputation or result in financial losses. Such problems could have been fixed during the testing and quality management phase. TECHNOLOGY A testing environment is built and configured to replicate an organization’s production environment, using the same technology architecture, hardware, software, tools, and equipment. Or, it is built as a prototype of the future and planned

Forms/Template Design and Development 172 / 349 production environment, using a new or upgraded technology architecture, software, tools, and equipment before it is deployed. As a rule, an organization ensures to provide the following separate working environments: Development environment where programmers and developers create programs, scripts, macros, applications, systems, websites, forms and templates, new functions; install print drivers, executable files to support software installation, etc. Testing environment where developers, users, testers and designated testing and quality management teams can test the operating system’s behavior, the webpages’ behavior, hardware, software, applications, systems, forms, templates, peripheral equipment, their interoperability, data capture and exchange, etc. This is where they can test existing systems, new or revised products (e.g., online applications, eforms, websites) against the existing production environment or on a planned future state production environment. Training environment where the training area or provider accesses a duplicate production area to train staff on

Forms/Template Design and Development 173 / 349 specific systems, applications or tools planned for deployment. This allows: • An advance peek at forms behavior and trainers can flag issues even before formal testing and quality management occurs. Since they delve into the details, trainers can be very rigorous and serve as very good testers. • Forms developer to address these problems before they reach testing and quality management. • Trainers to produce the required training material in time for deployment and implementation. Testing activities are also conducted in this environment. Production environment where staff users perform their daily work and activities. It is important to note that each of these environments is independent from each other, configured to operate within their different realms to support the organization’s technology and business infrastructures. The production environment runs with a specific set of rules that have previously been approved by the Information Technology area and designated organizational authorities.

Forms/Template Design and Development 174 / 349 The development, testing and training environments are configured with other sets of rules to meet the developers, testers and trainer’s needs. It is mission critical that the development, testing and training environments NOT compromise, affect or interfere with the operations of the production environment. Isolating these three environments ensures they are properly technically configured to allow the performance of their respective activities. It also ensures staff are not adversely affected or the computer environment is not shut down by development, testing or training activities. The Forms Management Program works in close collaboration with the Web Services and their Information Technology counterparts to establish and configure the testing environment they need to support forms and templates’ testing and quality management activities. PRINT PRODUCTION Testing and quality management of printed forms Sending a simple letterhead, notepad, envelope or form to print basically requires a printer’s proof. Before the form is sent to

Forms/Template Design and Development 175 / 349 the print provider, the form goes through the review, proofreading and approval phases, as would any form. This ensures there are no typos, grammar errors; that all required form elements such as logos, labels, field spaces and instructions are there, correctly displayed and properly aligned according to the form’s design and layout. With today’s technology, most Forms Management Programs send a high-resolution PDF source file to print (of at least 300 dpi up to 1,200 dpi). This PDF file also includes:  Embedded fonts.  Vector images.  Color system (e.g., Pantone Matching System (PMS)).  Color management specifications (using the CMYK color system) to ensure a quality output of colors. From this PDF source file, the print provider generates a new PDF proof, possibly bluelines or four-color process proofs if there are many colors, and submits them to the Forms Management Program forms developer or designated staff.  PDF proofs are emailed.  Physical proofs are sent by courier.

Forms/Template Design and Development 176 / 349 When received, Program staff thoroughly review every aspect of the proof to ensure all form elements are included as per the source file provided. This is the last-minute chance to spot a typo that has been missed or note a missing element, and request changes just in time before printing proceeds. Last minute corrections are exceptionally made, if necessary. In that case, the forms developer or staff decides whether the form  Is approved with changes or  If it requires a new proof. If the proof is correct, the forms developer or Program staff signs the proof as approved and returns it to the print provider to proceed with printing. When the form is simple and with little content, and the proof can be quickly reviewed and approved. The courier is often instructed to wait on site to expedite the return of the approved proof to the print provider. If not, the Program staff ensures the proof is returned to the print provider as soon as possible, generally within 24 hours. This means the print provider can minimize its

Forms/Template Design and Development 177 / 349 wait time before readying the presses to proceed with printing. If the form has a more complex construction and more content, the courier leaves the proof with the Program staff that makes this activity its immediate priority. Program staff returns the approved or corrected proof to the print provider by courier within an agreed timeframe. For printed forms, testing and quality management is actually performed after the forms are printed and delivered. This is when Program staff perform testing of the form’s construction, print quality, behavior and performance. When printed forms are delivered to the organization or to the warehouse, samples are taken from different boxes and sent to the Forms Management Program staff for quality control and management. The forms developer or Program staff conducts necessary test measures according to the individual form product.

Forms/Template Design and Development 178 / 349 For example Multipart carbonless forms:  Are checked for the correct copy sequence.  Are written on by hand with a ballpoint pen to ensure: - The writing adequately transfers to the following copies and is legible. - That writing does not transfer to specific areas of the form defined not to copy text.  The stub is checked to ensure: - All copies hold together as a set. - Copies don’t come apart unless actively detached from the set. - Copies separate or tear easily.  Staff verify the forms are packaged according to the specifications. Envelopes  Are checked to ensure they are delivered in the specified format and paper requested.

Forms/Template Design and Development 179 / 349  Samples are sealed to ensure the glue sticks, ensuring that the envelopes remain sealed during transit and mail processing.  Stationery or forms completed with test information are inserted in window envelopes to ensure the addressing information displays in the correct areas.  Staff verify the envelopes are packaged according to the specifications, which may include banding in addition to boxing. Other features on forms products are also checked, such as:  Perforations are torn to ensure they rip with a clean edge without ripping the actual form.  Pads are checked to ensure the glue holds all sheets together as a whole.  Glued inside pockets of file folders are vetted to ensure they hold so documents inserted don’t fall off.  Folds are checked, especially on forms that are automatically folded and inserted into envelopes for mass mailouts. This ensures that when correctly folded, the address information displays correctly in window envelopes.

Forms/Template Design and Development 180 / 349  Branding, ink colors and print quality are checked to confirm quality and legibility of forms.  Paper products are checked to confirm the form is printed on the specified paper, paper color, thickness, and weight. Any anomaly could impact the form’s handling or processing.  For forms used in printers or copiers, automated inserting equipment or automated scanners, paper grain is verified to ensure paper flows smoothly through the device. Once the Program staff has performed the required testing procedures and quality management, and the form product is accepted, it is deemed approved. The printed forms are then officially received which allows for the payment to the print provider to proceed. When the form product is deemed unacceptable due to the print provider’s non-compliance to print specifications, the forms are put on hold until a decision is made.  If the problem is minor and of little or no consequence to operations (e.g., different paper, but similar and with no effect on operations), the Forms Management Program may still accept the stock, but negotiate financial compensation from the print provider.

Forms/Template Design and Development 181 / 349  When the forms are printed on a different paper that affects operations (e.g., mail processing and postage cost, wrong paper grain, wrong paper for or mistaken color of branding which affect the organization’s image and reputation) or not according to specifications, the Forms Management Program returns the forms to the print provider and requires a new delivery printed in compliance with the print specifications supplied. This usually is common procedure as per contractual agreement and should be at no extra cost to the organization. It is the print provider’s responsibility to deliver a product as specified. Testing and quality management for printing eforms Forms developers ensure that:  Eforms used internally print properly with known and installed organization’s printer drivers and standard fonts.  All form elements, data merges, and colors:  Print and display properly on the form.  Are well aligned.  Are printed at the desired print quality level.

Forms/Template Design and Development 182 / 349 For example An internal form to print business cards for employees: • Is to be laser printed on local or network printers using preprinted and pre-perforated 8 ½” x 11” sheets of cardstock. • Each sheet has 10 cards laid out in 2 columns. • The cardstock is fed manually in the printer. The forms developer ensures the command to print manually is sent to the printer. • The printer holds the print command until the paper (cardstock in this case) is fed into the printer. • Once printed, the forms developer checks the printed cards to ensure the fonts and ink color are correct, that the employee details display in the correct area of the business card. • And finally, the individual cards are torn from the sheet for use. Note: The cards’ perforations would have previously been tested when the printed cardstock was received.

Forms/Template Design and Development 183 / 349 When eforms are also intended for public use, the forms developer needs to embed the fonts or make sure the print configurations allow to pick up the user’s desktop default fonts or apply the most common print properties and parameters in the form’s output file (e.g., margins). This ensures every user can print the form. If the fonts are not imbedded in the PDF or listed in the HTML or XML pages, the user’s desktop will print using the closest fonts available. These tests are performed at the forms developer’s desktop and by the Testing and Quality Management team in designated testing environments under different desktop operating systems and configurations. Every print method is tested, such as:  Clicking the Print icon.  Printing via the File menu (File, Print…).  Using the Print icon of a PDF file.  Using the keyboard commands (Control + P in Microsoft, Command + Print in Mac). Test results of every print method are documented and reported to the forms developer. Print problems are investigated further and retested until results are satisfactory.

Forms/Template Design and Development 184 / 349 FORMS CONTROL Depending on the responsibilities assigned to the forms technician, it is possible they participate in the forms testing during the form’s development phase. All forms testing and quality management activities are tracked in the form’s project profile of the forms management database or in larger project plans and schedules. It is essential to document form testing and quality management activities as well as their results. Test samples and test results:  Serve as proof that testing and quality management was meticulously performed.  Serve as supporting documentation when forms are submitted for final approval before deployment.  Assure approving authorities that the form is working as it was meant to, that all functions execute properly and that the form prints properly, as applicable.  Contribute to mitigate organizational risks, such as a risk to its reputation or finances due to personal information printed in a publicly visible area of an envelope window, or envelopes that don’t remain sealed, for example.

Forms/Template Design and Development 185 / 349  Remain as reliable reference should issues or problems occur post-deployment and require investigation. For all these reasons, it is critical the forms technician put a copy of the test results, reports and of test samples in the form history record. PROGRAM MANAGEMENT Given the importance of testing and quality management in the delivery of quality forms products and services, the head of the Forms Management Program:  Sees to it that a testing and quality management framework, criteria and procedures, are defined to address the different form output formats. This is to support the testing and quality management approach determined by Program staff as best suited to each forms project and expected outcome.  Ensures that adequate development and testing environments are set up for its staff and other testing groups.  The set up includes the necessary technology architecture, hardware, software, tools, desktop configuration setup, associated peripheral equipment, and the necessary access rights for Program staff, forms developers and testers.

Forms/Template Design and Development 186 / 349  The Program head achieves this in collaboration with the Information Management area, Web Services and partner areas. In addition to establish a common development environment, together they agree on a testing and quality management environment to address the various form output formats and deployment scenarios.  Ensures that the testing environment is completely isolated and separate from the production environment. This is so forms developers and testers can observe and document technical problems that occur during testing without interfering with the operations of the production environment or affecting staff while working.  Includes the established and agreed testing and quality management procedures in the Forms Program Manual and communicates it to the organization (e.g., on the Program’s webpage).  Ensures roles and responsibilities of the various parties involved in the testing and quality management of forms during the testing and quality management phase are clearly defined. This includes determining who is responsible for approving printers’ proofs and test results. These vary depending on the

Forms/Template Design and Development 187 / 349 project complexity or size, and may be discussed and determined on a case-by-case basis.  Supports its staff in obtaining the necessary training or mentoring in preparing test scripts, test plans and test reports testers can follow.  Encourages the proper documentation and archiving of test results.

Forms/Template Design and Development 188 / 349 Drafts, samples, prototypes, proofs, and approvals There can be many states of a form produced during the different stages of the form’s development and production processes. These are generally in the form of drafts, samples, prototypes and proofs. This varies depending on the complexity of the form, the media and output format of its different delivery channels. The drafts, samples, prototypes and proofs are shared with the form owner and stakeholders as part of the iterative development process to reach an approved form solution. They are used to obtain approval of:  Form solutions.  Form content, design, layout, functionality and features during development.  Form final output versions before printing or deployment. FUNDAMENTALS Between the client’s first contact about a form and the moment the approved form solution and output versions are deployed, a form

Forms/Template Design and Development 189 / 349 undergoes a number of iterations and states as it evolves during the different stages of its development and production process. It can be a:  Rough layout or mock-up.  Precise layout with exact wording and spacing.  List of data fields or form elements.  Conceptual design showing workflows and dynamic elements.  Construction mock-up or sample of a similar existing form.  Visual or functional prototype of an eform.  Printer’s proof, test samples showing the resulting outcome. For simple forms like printed stationery items where design and layout is usually governed by the organization and the Forms Style Guide, the applicable design and layout is applied and a final draft for approval is quickly produced. More complex forms using electronic features, automated workflow, data exchange, or dynamic forms programmed to display and adapt the form content based on answers provided as the form is being filled out, usually are the result of a more involved development process.

Forms/Template Design and Development 190 / 349 • Complex forms begin with clarifying the form elements and drafting a few form samples to demonstrate possible design and layout options. • Drafts are presented to the client, form owner, stakeholders and interested parties to: − Demonstrate the pros and cons of each design. − Discuss with them to finalize the list of form elements required. This could represent several drafts of which some may be included in business cases and solution approval documents. Each draft needs to be uniquely identified and follow a filenaming convention adopted for draft versions of forms. The designation “Draft” should be added and displayed on the form, either as a watermark or near the form’s identifier (e.g., Draft 1, Draft 2, or the identifier as BFMA 1207 (2017-03-01) v1, the edition date showing when that draft was completed). Drafts, form samples, proofs, prototypes, test samples and approvals and associated documents such as emails, approval documents, meeting minutes recording decisions (e.g., on a form

Forms/Template Design and Development 191 / 349 solution, agreement to a term or convention, solution to a problem discovered during testing, etc.), are put in the form history record. They are essential records documenting the evolution of the form. Definitions Draft – A draft is a preliminary rendition or copy of something, usually from the beginning stages of development and often implies a lower quality. It often begins with a mock-up or rough layout of the form that the client produced to show the Forms Management Program their needs and information elements. Some clients simply submit a list of form information elements they need on the form from which the forms developer produces a first draft. A draft is also the different form designs and layouts created by the forms developer. Drafts: • Are essential in illustrating possible form solutions, a form’s dynamic functionalities and available features. • Illustrate a proposed or final design and layout. • Are useful tools during meetings and discussions with client and stakeholders for review and feedback.

Forms/Template Design and Development 192 / 349 A form remains in a draft state during the development process, often iterative, and until approval for the final draft or solution is received. Simple form projects typically require few drafts, 1 or 2. More complex form projects where different solutions may be possible might require a few more drafts initially to determine the way forward, and once the initial direction taken, the focus will be on finalizing the form through more iterative drafts for adjustments following feedback and testing. There are also drafts that are tested, such as when performing print and data merge tests of eforms, templates or dynamic forms. These are created over the course of the development process to share with stakeholders, are used to obtain approval of form content, design and layout, features of the form at different stages of the form’s development. Prototype – Prototypes represent an early phase in the draft state of a form. They are done when the forms are complex, such as a complicated multipart form with perforations or

Forms/Template Design and Development 193 / 349 different paper stocks. More often today, there are prototypes for complex eforms and dynamic forms. Prototypes help test the form’s concept, process, functionality and interoperability. We could say that drafts of eforms and dynamic forms are prototypes more than drafts. When developers begin the design of an eform, they may first create a visual prototype to show what the form might look like, what information elements it will contain and explain what functionality may be applied to it. Sometimes these are created as wireframes48. Also see website wireframe49 Once content and form elements are finalized and approved, the forms developer adds the intelligent features, programming, workflow, barcodes, action buttons, etc. to give the form its intended functionality. This becomes a functional prototype. 48 experienceux, “What is wireframing?” 49 Wikipedia, “website wireframe”

Forms/Template Design and Development 194 / 349 This functional prototype of a form in draft mode is used in live demos and presentations to demonstrate how the form will work, to obtain user and stakeholder feedback before finalizing the form. Once finalized, approval is obtained to proceed with testing and quality management. Sample For printed forms, samples are from the printing or manufacturing process and are often called production samples. Physical samples are kept in the form history record. For electronic forms, samples can be printed or electronic copies made from the different output versions of a form using the latest and most up-to-date source file or the final deployed version that is put in the form history record. Test samples are obtained when performing print and data merge tests of eforms, templates or dynamic forms. Test samples are generally provided in documentation to support final approval of forms before deployment Example – Examples of forms are produced at different stages of forms development to share with stakeholders,

Forms/Template Design and Development 195 / 349 to obtain feedback on or approval of form content, design and layout, features, functionality. Examples of a form’s final version are generally provided in documentation to support final approval of forms before deployment. Proofs – The term “proof” designates a print copy made by the forms developer or print provider to show what the final product will look like once printed or developed, a sort of trial print or output. The proofs of forms that require additional manufacturing processes such as die cutting, kiss cutting, folds, creases, glued tabs, etc. are sent as construction samples (e.g., folders with folded pockets, folded publications with a tearable section). A proof is sent to the Forms Management Program for a final review to ensure everything is OK before the print provider runs the presses. When a form is manufactured, once the draft of the final print output version has been approved, the developer creates a high-resolution PDF file of the form, sends it to the print provider with print specifications and a purchase order

Forms/Template Design and Development 196 / 349 or other contractual document. Generally, Program staff request to see a proof from the print provider. The print provider uses the PDF file to produce the necessary pre-press work (e.g., prepare a plate or configure the PDF for its printers or presses), readies the presses or printers, and creates a proof. There are many types of proofs. Digital or soft proof – This type of proof is in electronic format and not printed. It often comes as a PDF file. This proof shows how the output file provided will display the fonts and spacing as printed from the print provider’s device. It is not a suitable proof to match colors. Digital proofs are typically sent to clients via email. Although it may be tempting to think that the print provider returned the same PDF output file initially sent, it is not and the proof includes other parameters applied by the print provider during the pre-press process. The proof needs to be reviewed and checked meticulously to ensure there are no errors due to

Forms/Template Design and Development 197 / 349 fonts, image compiling, and that it matches your version and meets all the specifications. Differences and anomalies do occur that may require correction. Printed or hard proof – This type of proof is printed through various methods and is delivered to the client on paper for approval. For example Blueline, sometimes called a blueprint – This proof is made from the plates that are ready for the press. It comes in one color (usually blue as per its name), shows positioning, pagination as well as text. It is not a suitable proof to check colors. (Note: With more digital proofs available, blueline proofs are rarely used now.) Press proof from a digital printer – When obtaining a printed proof from a digital printer or test samples of printer-resident forms, they are considered “true proofs” since they are the exact printed result and product output from the printer that will run the job. When rigorous testing and quality assurance of printer-resident form is performed, where a test

Forms/Template Design and Development 198 / 349 data file is used and a trial print run is conducted, the resulting printed sample forms with test data merged into them are also considered true proofs. The set of proofs or test samples are submitted to the Forms Management Program staff to check, review and validate the data file transmitted properly in the right data format, the data successfully merged, displays in the correct form’s locations and printed properly. Press proof, sometimes called a printer’s proof – This proof is taken from the same press and using the same plates as the finished product. This is the most expensive type of proof because the press is set up, runs a few hundred copies and then production is stopped while the proof is reviewed. Often the reviewer is at the print facility so that press downtime is minimized. This proof is used when color and color registration are critical or when there is

Forms/Template Design and Development 199 / 349 concern about how the colors display on the chosen substrate. It can also be used to monitor how the product behaves, such as the strength of a perforation. This type of proof is usually preceded by another type of proof due to the expense. Few form projects require press proofs. Proof and construction sample – The proof for forms that require additional construction work such as die cutting, kiss cutting, folds, creases, glued tabs, etc. are printed and sent as construction samples. Examples include folders with folded pockets, sheets of labels, folded publications with a tearable section, etc. The printed proof comes constructed exactly as the final product would be so the client can validate the print content as well as the form’s construction. At this stage, the print provider has presses scheduled to print the form and time is of the essence. Proofs need to be meticulously reviewed and checked for errors as soon

Forms/Template Design and Development 200 / 349 as received and before giving the green light to print. The print provider is promptly notified whether the forms can proceed to print, if minor changes are required first, or if a 2nd proof is required. Although the PDF proof may appear identical to the PDF file provided to the print provider, the proof still needs to be reviewed and checked meticulously to ensure there are no errors due to fonts, image compiling, etc. Proofs are returned to the print provider as approved or not approved. If approved, they are approved: • “As is” • “Approved with changes” or • “Approved with corrections.” Approved with changes or corrections means that there is a change that has to be made, and the approver is leaving it up to the print provider to ensure that it occurs. No further proof is required.

Forms/Template Design and Development 201 / 349 Also see examples of proof approval forms50 If not approved, the proof is returned to the print provider with the mention “changes (or corrections) and new proof required.”  Proofs are not approved when there are errors found and there needs to be changes or corrections.  A change indicates that the client desires to make changes to the original file sent to the print provider (e.g., correct a missed typo, wanting to change the color, font, layout, or wording, etc.). The client either sends a new PDF file with the changes or asks the print provider to make them.  A correction indicates that there is an error created by the print provider that must be remedied (e.g., margins or image are misaligned, brand printed in the wrong color, etc.). Note: Changes and proofs requested after the submission of the first proof come at an additional cost. 50 Google search result of “proof approval form graphic design”

Forms/Template Design and Development 202 / 349 However, if additional proofs are required to correct the print provider’s error, they are provided at no additional cost. Once a proof is returned, be sure to save a copy of it in the form history record. This is a key document in the event there are issues with the printed product at delivery. Further it is an essential document to support invoice payment and financial audits. Test samples of printer-resident forms as proofs. When rigorous testing and quality assurance of a printer-resident form is performed, where a test data file is used and a trial print run is conducted, the resulting printed sample forms with test data merged into them are also considered proofs. The set of proofs or test samples are also submitted to the Forms Management Program staff to review and validate that the data file transmitted properly in the right data format, the data successfully merged and displays in the correct locations, and the form printed properly. Proofs from external parties

Forms/Template Design and Development 203 / 349 When external parties ask an organization its permission to use its branding, the Forms Management Program or designated area requires to see proofs of the material they plan to publish with the branding before granting permission. This allows the organization to validate that the branding is applied as instructed, is compliant and is not compromising its reputation. When proofs are not to the organization’s satisfaction, it is ground to deny permission. Approvals – There are different types of approvals and they occur at different stages of the form’s development process. The form’s complexity, its criticality to the organization’s operations, the number of stakeholder areas involved affect the authority level and approval process required for a form. For example A simple printed notepad used in one internal functional area may only need two approvals: 1. Its design and layout to be approved by that area’s authority.

Forms/Template Design and Development 204 / 349 2. The printer’s proof that will follow. On the other hand, a new public dynamic form being developed where several functional areas are involved in the business process and complex technology components are being used may require the approval of several organization authority levels at different milestones of the project. The Forms Management Program needs to establish a framework to assist Program staff in obtaining form approvals depending on the form type and context. Approval levels can be determined at the start of a form’s project, on a case-by-case basis. The program needs to determine when more formal approvals are required. Below are key milestones when forms require approvals before proceeding to the next step: Form solution – The form solution to a simple and less complex form may be determined from the review of a few form drafts or prototypes showing different options and functionality. Approval may be communicated  Via email.

Forms/Template Design and Development 205 / 349  With a signature applied to the selected form solution sample.  Via system approval or e-signature. The form solution to a more complex form may be put forward in a business case early in a project and be submitted to senior management authority for decision and approval. Approval may be communicated:  Via email.  By signing the business case decision document on the selected form solution.  Via system approval or e-signature. Each normally outlines the approved form output versions required for the different delivery channels. Content – The form’s content, which includes the information displayed on the form, the form elements, images, data fields, features, etc. is documented in a list or in the requirements and specifications document. It might also be included on a mock-up or