BFMA Forms Management Book of Knowledge - Sec 1 and 2

Forms / Template Design and Development 51 / 345 − Security measures when requiring personal information, and others.  Opportunity for additional improvements. Can some of the questions be removed entirely and still provide the necessary information to the organization for conducting its business? Sometimes, revisiting the reason for some information capture with the form owner and stakeholders can result in simpler forms. Design analysis of groups of forms during scheduled or special reviews As mentioned in the Governance chapter, the Forms Management Program conducts scheduled form reviews as part of its operational mandate. It may also be asked through a formal project initiative to review all or a specific group of forms. This type of initiative would involve a review of each form’s components to validate the forms’ compliance to legislation, but also to the Forms Style Guide and other known standards. For example Legal Services may require that all organization forms be reviewed to ensure compliance to a specific legislation. Or the organization may ask that all forms be reviewed to

Forms / Template Design and Development 52 / 345 ensure they are designed in plain language, easy to understand and complete by users. When submitting a report on the review’s findings, the forms analyst would list recommendations for updates, outline benefits that could result, and submit the report for approval. Depending on the originating request for the review, the authority to approve to proceed with the changes could reside with the requesting functional area, executive management or the head of Forms Management Program. Once the report is approved and decision to proceed is given, just as for any forms request, the forms analyst provides the forms developer with a specifications document addressing each form impacted respectively, or as a group. Specifications provide instructions to be followed during development, namely  How to apply or update the forms design and layout.  Vocabulary and data fields.  Branding.  Spacing and sequence.  Workflow and data or document processing.

Forms / Template Design and Development 53 / 345  Storing instructions. … and more. FORMS DEVELOPMENT In addition to the reference documentation on the form solution and the form’s detailed specifications document, much of the forms layout, design and development specifications are governed by the Program Manual and the Forms Style Guide that apply more generally to all types of form output versions. This ensures all forms, regardless of output media, are developed in a consistent manner. The forms developer develops the form’s different output versions according to the specifications received for content, design, business logic and planned delivery channels. This is achieved by adhering to the Forms Style Guide specifications, applying consistent, approved vocabulary and plain language principles, and in complying with specified legislative, policy and standards requirements. Some form types and output versions have a set layout and format with specific details as to where certain form elements must appear on the form. Other types follow more general guidelines

Forms / Template Design and Development 54 / 345 with direction as how to set form elements, allowing them to be clearly read and seen for their intended purpose. Each organization defines their approved design and layouts according to their needs and communication guidelines with respect to forms products. The forms developer also analyzes the form’s design and event sequence in order to determine the logic and business rules to apply and program in each form output version. Each represents a design and development challenge to ensure user understanding of what is being asked and the form’s effectiveness in collecting, presenting and transmitting information. For example Instructions on how to submit a completed form may be: • Spelled out with a return address on the printed form. • Programmed in the submit button of the fillable PDF and dynamic intelligent versions. The design and development challenge also means the forms developer needs to remain aware and mindful of each output version’s respective technology design features, capabilities, options and possible limitations to produce effective forms.

Forms / Template Design and Development 55 / 345 The developer is conscious that well-designed, easy-to-use forms and interfaces:  Minimize user resistance and encourage a more cooperative response.  Reduce information and processing errors.  Increase productivity and enhance the organization’s public image. Design analysis of groups of forms following scheduled or special reviews In collaboration with the forms analyst, the forms developer analyses the review report findings, discusses and determines the best approach to address the design, layout, consistency, data capture and processing for each of the forms impacted or as a group, as applicable. The forms developer’s technical and system expertise is instrumental in validating the feasibility of the updates required following the forms review. The forms developer remains a valuable advisor on possible solutions, approaches and improvement features, in addition to the recommended updates.

Forms / Template Design and Development 56 / 345 The forms developer looks for any opportunity to leverage technology. Depending on the nature of the update, see if it is possible to write, code and run an executable file with a program that automatically executes some of the updates, added features or mappings in every form source file. The forms developer needs to evaluate and assess the situation on a case-by-case basis. DATA COLLECTION AND PRESENTATION A clear visual arrangement and presentation of the form’s elements, how they are formulated and in what sequence, and the provision of clear instructions are factors that help ensure that:  The user returns the form with accurate data the organization needs to conduct its business.  The recipient of the completed form understands the information and can proceed to service fulfillment or the next step of the process. To achieve this, the forms developer essentially validates every form’s output versions and media. This is done by testing the input of data in every field of every output version and testing their respective:

Forms / Template Design and Development 57 / 345  Business rules and database links required for data merge, download or upload.  Workflow and routing instructions, saving and storing instructions.  Organizational structure levels and authorities, data libraries, standards, etc. This is to ensure each output version of the form is developed as specified and can be processed according to the established business process and organizational procedures. Good graphic design, presentation and display of form elements encourage users to respond and help ensure accurate response.  When users understand the question, they provide the right response.  When users understand the instructions, steps and sequence to follow, they feel comfortable in submitting their form and trust that their transaction or service will be addressed appropriately in a timely manner.  When users understand the information presented in an invoice or statement, they know what to pay and how.

Forms / Template Design and Development 58 / 345 Providing intelligent features in forms eases the filling and submitting process for the user, as long as subsequent edits are not burdensome. If they are too frustrating, users are more likely to abandon the form. Examples of intelligent features are:  Pre-filling of the user’s data in the format the organization wishes to see it.  Electronic signature and automated workflow.  The display of instructions when fields are missed or incorrectly completed. Many of these intelligent features are now programmable thanks to technology. They support an organization in its relationship with its target audience or users in providing them user-friendly forms as efficient data collection, data presentation, and information-processing tools. As a result:  The organization can have more confidence that the information and data it receives is accurate.  The form is filled once and doesn’t require the organization to return or contact the user because the forms received have

Forms / Template Design and Development 59 / 345 errors or are incomplete. This accelerates the request or service fulfillment and improves internal productivity.  In the case of intelligent e-forms, the form is filled once and quickly proceeds electronically to the next responsible area accelerating the request or service fulfillment process.  Clear and well-designed forms prevent unnecessary help calls to the organization’s frontline desk because users aren’t sure how to complete the form, don’t understand what is asked of them or where to send it when completed.  The need for data re-entry is minimized or eliminated.  The organization’s reputation is safeguarded thanks to a pleasant user experience and a reliable business process, regardless of media or output version used.

Forms / Template Design and Development 60 / 345 Industry standards A number of existing industry standards impact forms whether these are printed or electronic. Forms developers need to be aware of the various print industry standards, electronic forms and web standards when planning to develop or update forms.  Paper standards (paper and envelope size, thickness, weight, color).  Ink colors and color systems, binding, packaging.  Printing methods, printer drivers.  Electronic forms and web standards ((HTML, XML, Common Look and Feel, Accessibility, W3C, etc.)  Scripting and programming languages.  Standards for barcodes, MICR, OCR. FUNDAMENTALS Each form output channel, media or format version, printed or electronic, is ruled by sets of standards applicable to its respective construction, production, output delivery or manufacturing. Although technology has become the communication means of choice with its own new standards to

Forms / Template Design and Development 61 / 345 follow, there is still enough printed material requiring Forms Management Program staff to be familiar with print industry standards. Once a form output format is determined to be printed, then the Program staff need to confirm:  Form size.  Product type (e.g., single sheet, unit set, continuous, label, envelope, pad, tags, booklets)  Fonts, type size and weight.  Ink color.  Printing technology (e.g., offset, flexography, thermography, xerography).  Printing method (e.g., sheet-fed or continuous web press, electronic printing).  Print quality.  Post-processing actions (e.g., folding, binding, perforations, packaging, etc.). If the form output delivery is electronic, but there is a need to print the form blank or completed, the Program staff will need to confirm on which printer devices the form will be printed.

Forms / Template Design and Development 62 / 345 For example Will the form be printed in the users’ home where we have no control over the fonts the user has installed on its computer? In the users’ case, it might be best to keep the form print format in a generic format easily printable by any printer (e.g., most home printers can accommodate letter paper size in portrait orientation). A best practice is also to embed the fonts in PDF output files or list a number of fonts in HTML or XML cascading style sheets. This ensures the computer will print with the fonts displayed on the PDF or in the fonts available from the user’s computer. Clear specifications provided to forms developers and print providers ensure the forms are developed and produced in a cost-effective manner. They also ensure printed forms are manufactured without wastage. Using standards allows external vendors and print providers to plan and minimize forms development and production costs for their own business as well as to the requesting organization contracting their services.

Forms / Template Design and Development 63 / 345 Note: The Forms Management Program is often faced with unusual requests, which may require product or production research. Known standards may not apply to certain cases, but other specific manufacturing standards may apply. Most manufacturing and product businesses have standards of their own to address their product specificity. At times, Program staff need to investigate and consult external providers in order to find options and offer an adequate solution to a form’s request. One such request came as follows: For example A label was required to withstand - 40o F to +104o F (- 40o C to + 40o C) temperatures while ensuring the color red would not discolor. Product research required calls to printing and label manufacturers before a specific product and printing method were recommended to satisfy the client’s needs. It is important to remember that external providers remain key allies and advisors that can help Program staff develop viable solutions and designs.

Forms / Template Design and Development 64 / 345 It is essential to consider the target audience and user base of a form when developing forms and applying standards. Being aware and knowledgeable of the different industry standards that apply to forms help ensure forms are developed and used in a consistent and cost-effective manner. Program staff are able to write clear requirements or specifications for print providers, developers or external providers ensuring the desired result is obtained. Following is a list of some common industry standards to consider. Print industry standards Paper sizes – The most common paper sizes for printed forms or documents in North America6 is letter size 8.5” x 11” (216 mm x 279 mm) and legal size 8.5” x 14” (216 x 356 mm). These two sizes apply to printed forms as well as print functions applied to electronic or online forms. Paper sizes in different parts of the world use different standards, and there are international paper sizes7. Most use metric sizes such as A4. This is an important element to consider when developing forms for an international audience. It may require different source or output files or 6 Wikipedia, “Paper sizes” 7 SImetric.co.uk, “A Comparison of Standard Imperial Paper Sizes to the Metric Paper Sizes”

Forms / Template Design and Development 65 / 345 programming for the form to detect the geographic locale to call the appropriate display and print configurations. There are many and Program staff should be familiar with them and their best usage to adjust forms accordingly. Also see − International Paper Sizes & Formats8 − American paper sizes9 − ISO 216 – International standard for paper sizes10 − Security paper11 − Envelope size chart12 − Envelope sizes13 Paper types and other substrates – Each paper type has its purpose and characteristics. Paper is selected based on 8 Paper sizes, “International Paper Sizes & Formats 9 Solutions Rubiks Inc., “Paper Sizes, AMERICAN STANDARD PAPER SIZES” 10 Wikipedia, “ISO 216” 11 Wikipedia, “Security Paper” 12 PaperPapers.com, “Envelope size chart” 13 Designers Toolbox, “Envelope sizes”

Forms / Template Design and Development 66 / 345 criteria and requirements given by the client and on the advice of the forms analyst or developer in evaluating the intended objective and use of the form. A key question for Forms Management Program staff is to determine whether or not the form will remain as a permanent record for the organization. Most forms are not retained permanently, which means most new and recycled papers are acceptable for forms with a ten-year or less retention period. For forms with a permanent retention, Program staff need to specify that the form requires archival quality paper. This is also true for the procurement of paper stocks distributed to the organization’s printers (local and network) and photocopiers. Other important elements the analyst or developer takes into consideration are paper security features and that forms products are environmentally friendly. For example When cheques or ID cards are printed, is there a need to use paper with security features such as watermarks and colored printed backgrounds?

Forms / Template Design and Development 67 / 345 Single-sheet forms are usually printed on new or recycled bond paper and multiple-copy forms on new or recycled carbonless paper. Sets of carbonless paper are also manufactured in various standard paper color sequences, depending on the number of parts (plies) in the set e.g., • White and canary (2 parts). • White, canary and pink (3 parts). Another criterion affecting the choice of paper is the form format. Is the form: • A cheque? • A file folder docket? • A CEO’s letterhead? • A tag? A file folder, for example, would require a thicker cardstock while the CEO’s letterhead might require a more prestigious paper finish and color. If the forms are fed into printers, it is also important to know what kind.

Forms / Template Design and Development 68 / 345 For example One would not print an embossed letterhead or a thermographed letterhead for an organization where most of this stationery is printed via network laser printers, which would jam the printers and crush the embossing, or cause the thermography to melt in the printer. Forms are sometimes printed on substrates that are not paper. For example  Tyvek is a spun olefin material frequently used for envelopes and tags, but it is not paper.  ID cards are often printed on plastic.  Labels are often printed on vinyl and polyester. Although it may not be essential for Program staff know ALL paper and other substrate types, they should be familiar with the most common types applicable to forms products.

Forms / Template Design and Development 69 / 345 One can always contact print external providers and paper manufacturers for details, options, samples and specifications. In fact, it is essential to keep in touch with representatives of the paper or printing industry because many paper types appear and disappear quickly in the paper manufacturing industry. Most common paper types remain, but others come and go. A form may have been produced on a specific paper type, weight and color. When trying to replenish it, one may discover the paper stock no longer exists and a substitute must be found. At times, this may require presenting new samples to the form owner for a decision. Envelopes can be manufactured from nearly any paper. Yet in order to be cost effective, it is important to select the paper type, paper weight and size of an envelope based on the content to be mailed and the durability required. It is also recommended to use standard size envelopes rather than create non-standard size envelopes. Non-standard envelopes may not only affect the envelope production cost but also the postage cost.

Forms / Template Design and Development 70 / 345 If the environment is of concern to your organization, it is important to ask what types of substrates the manufacturer can offer as recycled paper or paper with a percentage of post-consumer recycled content to produce envelopes (e.g., recycled Kraft). Some organizations have made it their policy to use recycled paper, others need to comply with legislation that require they do. When developing envelopes, it is important to check the country’s postal standards for layout specifications. This is to ensure addressing information is displayed properly for smooth mail processing without rejects that require manual mail processing and to reduce postage costs. Also see relevant references − Envelope size chart14 − Envelope sizes15 − Security paper16 14 PaperPapers.com, “Envelope size chart” 15 Designers Toolbox, “Envelope sizes” 16 Wikipedia, “Security Paper”

Forms / Template Design and Development 71 / 345 Printing methods – There are several printing methods, from conventional printing using letterpress, offset printing, gravure and silk-screening to digital printing methods such as low-resolution laser printing, dot-matrix and high-speed, high resolution printing with additional capabilities such as binding, labeling, sorting and inserting. There are hybrid printers with digital set up and conventional offset printing. Each printing method has its industry standards, and the Forms Management Program staff must acquire a reasonable level of understanding of their differences and application. Forms developers need to be familiar with their organization’s print hardware and setups to program the appropriate commands in forms. Visiting printing shops on-site, touring their facilities, seeing what products they can provide helps understand output possibilities, how the business works and expects product specifications. These encounters also create partner relationships that can help Program staff better meet their organization’s business needs. At any time Program staff can enquire on print method options and solicit more information to address a specific form request.

Forms / Template Design and Development 72 / 345 Ink and color systems – Forms Management Program staff need to be familiar with the ink and color standards used in the printing business and in the digital realm. In the printing industry, the most common color systems are the Pantone® Matching System (PMS)17, a universal color matching system, or the CMYK color model also known as the 4-color process (for Cyan, Magenta, Yellow, BlacK). When printing in one or two colors (“spot color”), usually ink colors from the Pantone® system are specified, somewhat like picking a paint swatch where each color has a unique number. This is most useful on forms, stationery, envelopes, and business cards. CMYK18 colors are most often used for photographs, magazines and marketing material. They are defined in the digital file and applied during the printing process one over the other in small dots using a mix of the four colors to create the desired color at print time. 17Pantone®, “Pantone® Matching System (PMS). 18 ginifab.com, “CMYK to Pantone

Forms / Template Design and Development 73 / 345 The Pantone® solid inks can be created from the 14 standard Pantone colors or can be supplied premixed. Some but not all Pantone colors can be mixed from the four CMYK colors that print providers can mix in their shop to obtain the desired color. RGB (for Red, Green and Blue) is the color system used only in digital designs for display on computer screens, televisions and mobile devices. Any form designed using RGB colors19 that needs to be printed would first have to be converted to the CMYK color model before going to the printer. Understanding how ink and color systems work either in print or on computers is essential to ensure forms designs are developed to display or output using the intended color scheme. Electronic and web standards In migrating forms from a paper-based realm to the electronic age, new standards emerged affecting how forms are developed to 19 Shutterstock blog, “RGB Definition: What is RGB, How Does RGB Work, and More”

Forms / Template Design and Development 74 / 345 display and function on a multitude of digital devices such as the web, computer systems and applications, and mobile devices such as smart phones. Web standards – The web environment itself evolved a number of standards to encourage the development of websites and pages in a consistent and compatible manner using common languages, programming and page layouts. These are established through the World Wide Web Consortium, better known as the W3C, as the leading international standards organization for the web. Much of their standards make their way into government, organizations and the International Standards Organization own policies, standards and guidelines to support web development and production. Many of the standards may impact forms, such as: HTML – Hypertext Markup Language for creating webpages and applications using cascading style sheets and JavaScript. XML – Extensible Markup Language with rules to encode documents in a format readable by humans and machines. Xforms – XML format for collecting inputs from web forms.

Forms / Template Design and Development 75 / 345 WCAG – Web Content Accessibility Guidelines to make content accessible to people with disabilities. It is important for Program staff to understand how web standards may apply or impact forms development, forms data collection, forms data exchange, forms usability and especially forms accessibility. It is essential to understand how each standard apply to the different output format versions intended for forms they develop. The Information Technology area and forms developers are likely to be familiar with those that apply to an organization’s specific technology infrastructure and can provide advice and guidance on how to best apply them when developing forms. Common look and feel – Just as the Forms Management Program establishes a Forms Style Guide, many organizations, institutions, government bodies will also establish what is known as a “Common look and feel” guide for their website development. This guide and its standards aim at governing branding, usability, accessibility, websites’ navigation, webpage formats and layout, web applications.

Forms / Template Design and Development 76 / 345 Forms developers need to be aware of and familiar with the common look and feel requirements and standards that apply to their organization. This is so they can develop electronic and online forms that are compliant and work effectively on their respective digital platform. References − Examples of brand style guides20 − Examples of design style guides21 − Federal Identity Program Manual and Design Guides22 − How to create a style guide from scratch23 Web accessibility – Refers to design practices that ensure websites are designed and developed in a way that ALL users, including those with disabilities, can interact with websites, access information and functionality. Many of its guidelines and standards affect how the webpages are designed and functionality applied. 20 Karla Cook, “21 Brand Style Guide Examples for Visual Inspiration”, HubSpot, Inc., February 4, 2020, updated February 6, 2020. 21 Craig Stewart, “12 magically meticulous design style guides”, CB Creative Bloq, April 01, 2019 22 Government of Canada, Federal Identity Program Manual” 23 Andrei Dorin, “How To Create a Style Guide From Scratch. Tips and Tricks.”, Muzli, July 31, 2017

Forms / Template Design and Development 77 / 345 For example  In addition to being colored, hyperlinks are underlined or differentiated, ensuring colorblind users will recognize them.  Through programmed code on pages, users can navigate using the keyboard alone.  Captions are placed on the same line as checkboxes and other design features so that screen readers will properly identify the screen object as it reads the text that accompanies that object.  Textual equivalents included for images, text, field labels and captions allow visually impaired users to access information through text-to-speech software. There are others and they all impact forms development. Script and programming languages – Refer to the programming languages that a forms developer can use to add intelligent functions, database mappings or automated operations in a form to interact with servers, systems and devices. Some

Forms / Template Design and Development 78 / 345 form software come with their proprietary programming language and can also recognize other more standard languages. The technology framework of an organization generally establishes what programming languages are approved for use with their systems, applications, web, servers and databases. Programming languages that are more portable, that is they can run on many different platforms, are preferred to proprietary languages that are limited to the one software. Forms developers need to be fluent in the programming languages of their organization and those best adapted to forms development. Some examples of common scripting, programming and markup languages are: − JavaScript − VBA − Python − SQL − PHP − ASP.NET

Forms / Template Design and Development 79 / 345 − PERL − HTML, XML Also see list of programming languages24 for more. Printer drivers – Refer to software that communicates and interfaces with print devices attached to computers or networks. Each print device is specific to its hardware and operating system. It is possible an organization may have installed a number of printer drivers to accommodate the different printers it uses. The Information Technology area normally installs and configures printer drivers for the organization as a whole. It is useful, however, for Forms Management Program staff to know what they are, when and how to apply them when developing forms, especially when developing eforms and templates. This may be easier for forms developed for internal use since the developer can apply the organization’s available printer drivers. 24 Wikipedia, “List of programming languages”

Forms / Template Design and Development 80 / 345 When developing forms intended for public use and the form needs to be printed, the developer cannot foresee what hardware and printer driver people use. As a rule, one can estimate that most home printers use letter size paper and print portrait as a default. The following guidelines are recommended as the most standard print configuration for public users: • The use of standard page sizes and standard fonts. • Apply wide margins. • Use colors that are legible when printed in black and white. • Avoid the “fit to page” setting. It is setting is generally not recommended for printing forms. Using these basic configurations minimize printer problems. Many varied industry standards could apply to any given form depending on its intended purpose and output format versions. The list could go on and on. The Forms Management Program staff need to evaluate each form request or project on a case-by- case basis in order to determine which standards, legislation, policies, products, output versions are best suited to provide the

Forms / Template Design and Development 81 / 345 best form solution for the client and organization to meet their respective information and business needs. Also see Barcodes, MICR, OCR at the end of this chapter. BUSINESS PROCESS ANALYSIS Business process analysts need to be aware that standards do exist, need to be adhered to and impact forms development. When discussing solutions with interested parties, the analysts states that the organization and developers adhere to standards and that they will be applied. It is in everyone’s interest to be familiar with the most common or most obvious standards to use as examples so that resulting solutions bring no surprises. Leading presentations, meetings, user groups for discussion and feedback give the business process analyst an opportunity to demonstrate what standards are adhered to in other existing forms and why, and show the audience the resulting functionality with live examples. When writing business cases and detailed requirements and specifications documents, the business process analyst may specify known standards adhered to and that apply to the proposed solution or form. The forms analyst and forms developer,

Forms / Template Design and Development 82 / 345 on the other hand, address more specific technical, software, web, forms and application development standards. FORMS ANALYSIS In preparing its requirements and specifications document for the forms developer, the forms analyst includes any specific reference to standards that need to be applied on the form and in which output version. For example A form is to be printed, deployed as a fillable PDF, and as an online web form. This alerts the developer which development standards apply. • Print industry standards apply to the printed version. • Online and web standards apply to the PDF and web versions. For example The analyst may specify the form to be designed in a US letter format, portrait with a minimum margin allowance. This would signal to the developer what page setup to use (American letter size) and that the allowance required for print setup is based on the printers that will be used.

Forms / Template Design and Development 83 / 345 Letter sizes vary between continents and countries. • In cases where the form needed to be in the A4 letter format, what is used in most of the rest of the world, the analyst will specify this clearly. • If the form needs to be printed in North America and the rest of the world, it then becomes important to establish how this will be addressed in the form’s layout. The layout could consider both sizes, make the form fit in an area that could be printed in both the US letter and A4 formats, allowing the form’s script to select the applicable driver based on geographic locale. If this is not easily achieved, two different source files could be created. The forms analyst also specifies any convention such as how to display a telephone number.  If the form were strictly used in North America, the standard for a 10-digit phone number would be specified.  If the form is intended for an international audience, then it may be necessary to also include other conventions.

Forms / Template Design and Development 84 / 345 Also see  National conventions for writing telephone numbers25 For the online fillable PDF and web form that need to be accessible, the forms analyst includes specific instructions to clearly identify data fields, captions, labels, instructions or other objects on the form in order for the developer to include the applicable text or instructions in each form field or object properties. This is to ensure screen readers will be able to navigate the form and users benefit from the form’s functionality. The forms analyst uses plain language, standard vocabulary and agreed upon conventions to write the form’s title, labels, captions, and any instructions. Leading presentations, meetings, user groups and demos of sample draft forms for feedback are opportunities for the forms analyst to demonstrate what standards are adhered to and why, show the audience the resulting functionality and how the forms work. This helps demystify standards for staff, give a positive 25 Wikipedia, “National conventions for writing telephone numbers”

Forms / Template Design and Development 85 / 345 outlook and promote acceptance of standards rather than foster resistance to them. FORMS DEVELOPMENT In general terms, the role of the forms developer is to develop the form solution following the detailed specifications received and according to the organization’s approved Forms Style Guide. The guide:  Specifies the different standards to adhere to (e.g., international, industry, design, data, programming, organization specific, etc.)  Illustrates and dictates forms layout, design and development specifications for the more common types of form output versions. Note that design, layouts, standards and data element sequence may differ by form type or form output format version. The forms developer follows the guide and complies with all applicable standards, conventions or protocols according to the technology, systems, tools, equipment and peripherals used to develop, process or use each of the form’s output versions

Forms / Template Design and Development 86 / 345 The developer develops the form’s different output versions according to the specifications received for content, design, business logic, and planned delivery channels. The forms developer also adheres to the Forms Style Guide specifications, applies consistent, approved vocabulary and plain language principles, and complies with specified legislative, policy and standards requirements. For example The Forms Style Guide and Forms Policy may state that forms are developed in compliance to W3C web standards. The set of standards and conventions may not be listed in the Forms Style Guide, but the developer has easy access to guides that are referred to when developing online forms, templates or applications. Similarly, the Forms Style Guide may state that forms are developed using clear and plain language. It may also list other reference guides such as the organization’s Writing Style Guide or recognized published authority on plain writing styles.

Forms / Template Design and Development 87 / 345 Also see − Associated Press Stylebook26 − Plain language27 in the Canadian Style − A World Without “Whom”28, The Essential Guide to Language in the BuzzFeed Age Other standards adhered to are also listed in the Forms Style Guide. New equipment, technology or product may require investigation of standards, and these can be researched and added to the Forms Style Guide. Some form types and output versions have a preset layout and format with specific design requirements to meet process, usage or technical specifications. Common ones would be listed in the Forms Style Guide, but individual form projects could require research and consultation with industry experts before determining the best design approach. 26apstylebook.com, “AP Style Book” 27 TERMIUM Plus®, “13 Plain Language”, the Government of Canada’s terminology and linguistic data bank, Writing tools - The Canadian Style, a product of the Translation Bureau, Public Works and Government Services Canada. 28 Emmy J. Favilla, “A World Without “Whom”, The Essential Guide to Language in the BuzzFeed Age”, published 11-14-2017

Forms / Template Design and Development 88 / 345 For example Printer-resident forms and forms with variable data where data is exchanged with an external provider might have a particular margin requirement, certain information elements and data fields to appear in a given space area of the form for direct mailing, etc. A form request involving a new product output format would require a technical analysis of the product, tools and equipment related to the development, processing and use of the form in order to develop and propose form design options. When developing any form, the forms developer needs to consider:  Every specification.  Specific settings.  Output media and format.  Processing.  Equipment and peripherals used with the form.  Usage particulars. This is done on a case-by-case basis since specifications differ from form to form and one output format version to another.

Forms / Template Design and Development 89 / 345 For example Specifications to develop a printed form will vary from specifications to develop an intelligent online form, or from those to develop forms for use on mobile devices. Specifications to produce a self-mailer with user data merged on the form will differ from those to produce printed ID cards. An organization will have specifications for the design, layout and development of its letterheads. Consider that there are different specifications and requirements for these different scenarios:  A letterhead form with the correct logo, colors and content, using the desired paper, printed and stored for distribution  A letterhead template with the correct logo, colors and content that prints on blank paper of the desired type.  A letterhead template with correct positioning that is used to print on paper of the desired type which has been printed with the correct logo, colors and content. The forms developer also applies programmed logic and business rules to each form design according to the context of each output version. Some programmed scripts are included to manage print

Forms / Template Design and Development 90 / 345 or other instructions intended for peripheral equipment used with the forms. These scripts, like fields where logic, events or actions are programmed, follow protocols which are required by the technology sector. Some programming languages have open specifications and are more universal, while others are proprietary and meant for scripting in a single product. The forms developer is proficient in the programming languages used in the organization’s technology environment, including those used to develop and action forms. By applying the Forms Style Guide and adhering to the different standards, industry or others, the forms developer ensures ALL forms, regardless of output media, are developed in a consistent manner. DATA COLLECTION AND PRESENTATION When forms gain in intelligence and include more automated functions, it inevitably adds complexity to the forms development. When data is downloaded in a form to pre-populate user information, or when user-entered data is uploaded to databases, or workflow functions are included to automate the business process and action sequence, the developer needs to program

Forms / Template Design and Development 91 / 345 every field, action, and event in the form. This may involve the use of different programming languages in different areas and fields of a form. For example • Inserting (downloading) existing user information to a number of form fields might require mapping those form fields to databases. • Submitting (uploading) user data entered in other form fields might require mapping to a different database. • Workflow actions, print and save functions may also be programmed using different script languages. When forms exchange data, it is critical the developer know the programming language of the systems and databases where the data is downloaded from or uploaded to. Sometimes, the data is entered in one programmed language convenient for user data entry, but to submit the data to the database or system, the data may first need to be converted to a programming language that the receiving system can read and accept the data from.

Forms / Template Design and Development 92 / 345 For example An online dynamic PDF form collects user information in XML language, but the system to which the data is uploaded, which is an old legacy system, cannot accept XML data. The system could, however, receive the data in a comma separated value (CSV) format. The developer would produce a table to receive the data entered by the user and transmitted to the organization, program the table so it can export the data in comma separated values for the system to accept the data. This intermediate computer language translation of the data needs to be planned, programmed and thoroughly tested to confirm accurate data transmission before the forms are deployed into production. PRINT PRODUCTION This section addresses industry standards affecting forms which are printed using manufacturing equipment. Basic form production and construction products should be outlined in the Forms Style Guide or Forms Policy (e.g., state that forms will generally be

Forms / Template Design and Development 93 / 345 printed on recycled paper, multipart sets on carbonless recycled paper, envelopes on Kraft recycled paper, etc.) Paper standards Paper sizes – The most common paper sizes for printed forms in North America are letter size 8.5” x 11” (216 x 279) and legal size 8.5” x 14” (216 x 356 mm). In the print industry, these two common paper product sizes can easily be divided in smaller standard sizes: − 5.5” x 8.5” (140 x 216 mm) is half a letter size. − 8.5” x 7” (216 x 178 mm) is half a legal size − 4.25” x 5.5 (108 x 140 mm) is a letter size divided in four equal parts − 4.25” x 7” (108 x 178 mm) a legal size divided in four equal parts. − The letter size 8.5” x 11” (216 x 279 mm) doubled is ledger 17” x 11” (432 x 279 mm) or tabloid 11” x 17” (279 x 432 mm).

Forms / Template Design and Development 94 / 345 These standard print sizes are often used for notepads, stationery items, smaller forms or various types of published material. Output files of smaller scale forms can be produced with more than one image per file increasing the print quantity and reducing the print cost at once. For example The organization requires 6,000 pads of 100 sheets of its organization 4.25” x 5.5” (108 x 140 mm) notepad. It costs $0.50 to print each sheet. By laying out 4 images (this is termed “4-up”) of the notepad on a single 8.5” x 11” (216 x 279 mm) source file, the printing cost is reduced from:  $3,000 for 6,000 sheets of a single image. to  $750 for 1,500 sheets x 4 images. This can be done for any number of forms or publications. Paper types – Paper is selected based on criteria and requirements given by the client and on the advice of the forms analyst or developer in evaluating the intended objective and use of the form. As a rule, it is recommended

Forms / Template Design and Development 95 / 345 forms be printed on recyclable paper and that non-environmentally friendly features be avoided, such as carbon paper or metallic inks. If forms are to be printed on security paper or include security features such as watermarks, holograms or colored printed backgrounds, the developer offers samples to for review. It is important to understand how each security feature is produced, applied and how effective it is in order for interested parties to choose. Program staff keeps a number of criteria in mind when selecting paper or product type. This includes: • The form’s format and construction. • How the form is handled or processed, its intended use. • The form’s retention period and durability required. • If a special effect is needed affecting color choice, etc. • If the forms are fed into printers or used with other peripheral equipment. It is important to know what kind and understand how the equipment handles or processes the form.

Forms / Template Design and Development 96 / 345 For example When developing forms that will be folded and mailed in a 4” x 9” (101.6 x 228.6 mm) standard window envelope, it is important to test the thickness of a sample form in the proposed paper to be sure it goes through the mail processing without problems. When a letter exceeds the standard letter thickness established by postal standards, it incurs additional mail costs and these can quickly add up when organizations send a lot of mailed material. Envelopes – Envelopes are often printed on bond, Kraft or recycled paper that comes in white, tan or grey and in different weights. It is important to establish the size and weight of an envelope based on the content to be mailed and the durability required. These may affect the postage cost. Colors can be used for routing to receiving areas, if justified by volume. When developing envelopes, check the country’s postal standards and use standard size envelopes rather than create a non-standard envelope. Envelopes are manufactured and constructed using dies. Envelope manufacturers hold dies for all standard and most

Forms / Template Design and Development 97 / 345 commonly used envelopes on the market. This means a purchase order can be fulfilled quickly for a standard envelope. If a non-standard envelope is requested, the manufacturer has to build a die to specifications, for which there is a charge, then produce the envelopes. This results in higher production and printing costs as well as delayed delivery. Envelopes printed in standard sizes can easily be delivered in 2 to 5 days even in cases of urgent requests, while non-standard envelopes without an existing die require a minimum of three weeks. Printing methods – There are several printing methods. The method selected is based on criteria and requirements to obtain the product desired to meet the client’s business needs, intended purpose and use of the form. Ink and color systems – Forms Management Program staff need to be familiar with the ink and color standards used in the printing business and in the digital realm. In the printing industry, one will find the Pantone® Matching System (PMS), a universal color matching system, or the CMYK color model

Forms / Template Design and Development 98 / 345 also known as the 4-color process (for Cyan, Magenta, Yellow, BlacK). When printing in one or two colors (“spot color”) to highlight text or to print a logo, Program staff select the exact ink colors from the Pantone® Matching System guide. Ink color samples (e.g., Pantone swatches or existing products) are presented to clients and interested parties for selection. When printing full color, for example a photograph, Program staff select the CMYK 4-color process model. It is important the forms developer explain the different color appearance depending on the paper selected as well as advise on the cost difference between using one or more colors, 4-color process, screens, etc. Once the colors are selected and agreed to, their specific color numbers are included in the print specifications. When printing digitally, the CMYK colors are defined in the digital file and applied during the printing process, one over the other in small dots using a mix of the four colors to create the desired color or tint at print time.

Forms / Template Design and Development 99 / 345 For the most part, ink formulations are beyond the need to know for Program staff. However, there are a few specialty inks worth mentioning. For example There is a non-freeze ink used in outdoor forms for cold climates and in refrigerators. For example There is a difference between conventional ink and heat-resistant ink. Conventional ink works in many situations but it does not work in hot environments, such as laser printers. There, due to the heat generated during the printing process, conventional ink transfers onto your printing equipment and ruins it and the form. Therefore, if a form will be used in a laser printer, whether deskside or high-speed, the ink specified should be heat resistant. In online forms, the developer defines colors using RGB color system (for Red, Green and Blue). This color system is used only in digital designs for display on computer screens, televisions and mobile devices. Any form designed using RGB colors that would need to be printed

Forms / Template Design and Development 100 / 345 would first have to be converted to the CMYK color model before going to the printer. Understanding how ink and color systems work either in print or on computers is essential to ensure forms designs are developed to display or output using the intended color scheme. Print quality – When working for federal agencies, Program staff should be familiar with established print quality standards established for the production of federal government print work. The United States Government Printing Office has established standards and so has Public Works and Government Services Canada. These standards were established to provide general advice to federal departments and external providers alike. They help federal departments determine quality standards and perform quality assurance of products, and they provide descriptions of each quality level, with production processes and tolerances to guide external providers. Even when not working in federal organizations, it may be useful for a Forms Management Program area to establish these established standards as a guideline. Given external