BFMA Forms Management Book of Knowledge - Sec 1 and 2

Forms/Template Design and Development 306 / 349 Barcodes The Forms Management Program uses general knowledge of two- dimensional and three-dimensional barcodes (e.g., QR codes, PDF417, interleaved 2 of 5, etc.), how they work, and when best to use them. It also knows their symbology and associated reader technology to apply specific requirements such as size, font, unique placement and others. FUNDAMENTALS Course Hero defines a barcode as follows: “A barcode is an optical, machine-readable representation of data; the data usually describes something about the object that carries the barcode.”61 Types of barcodes Barcodes are evermore present in our environment. There are three types of barcodes:  One-dimensional (1D) 61 Course Hero, “seminar-report-data – Introduction A barcode is an optical…”, https://www.coursehero.com/file/22210043/seminar-report-data/

Forms/Template Design and Development 307 / 349  Two-dimensional (2D)  Three-dimensional (3D). Most of us are familiar with the following 1D barcodes displayed in parallel vertical lines of differing widths and spaces in these applications:  UPC (Universal Product Code) on grocery items or other manufactured items.  In hospitals to authenticate a patient, track patient care, facilitate building the electronic medical record and access medical history.  As ISBN numbers to identify books and in libraries to track them.  In mail offices to track registered mail and in parcel delivery businesses to track delivery of shipped items.  On US mail as the IM (intelligent mail) barcode and on Canadian mail as PostBar62.  As part of asset management to track office furniture, equipment, software, keys or any other organizational resource. 62 Wikipedia, “PostBar”

Forms/Template Design and Development 308 / 349 2D barcodes63 look like a square or rectangle with dots in it that vary in design depending on the type. They can store far more information than 1D barcodes mentioned above. The following are common applications for 2D barcodes:  On forms to facilitate capture of data entered on a form.  On travel tickets and flight boarding passes (2D barcodes with traveler’s information, destination and seat details).  In museum exhibits to allow visitors to link to details on a specific item on display (2D QR codes for Quick Response code). QR codes allow quick links to URLs, for example. Reader applications are easily downloadable on smart phones for common use, which contributed to its popularity and quick adoption.  On business cards to link recipients to a website or to the cardholder’s professional details (2D QR codes). … and much more. 3D barcodes have the same purpose and functionality as other barcodes. Some are engraved or built in to the product while being manufactured. They are physically embossed and provide a more 63 GS1, “Two-dimensional (2D) barcodes”

Forms/Template Design and Development 309 / 349 precise and durable type of barcode that will follow the item over time without being susceptible to solvents or high temperatures. Other 3D barcodes look like 2D barcodes but printed with color. The color becomes the third-dimension and its advantage is a greater data and image storage capacity. It can include a short video, a song, a picture. The marketing and advertising industry have quickly adopted 3D color QR codes. Different types of barcodes address different contexts and different business needs, but in every context, the objective is to automate processes, make them simpler and more efficient. For example UPC barcodes in grocery stores are meant to accelerate the checkout process. It’s much quicker for the cashier to scan the barcode that automatically enters the item’s dollar value in the cash register, than manually enter each item manually with the risk of making errors. Barcodes and forms In the case of forms, one of the greatest values of barcodes resides in their ability to store information and exchange that information with other systems or databases. QR codes, a

Forms/Template Design and Development 310 / 349 two-dimensional (2D) barcodes, are often found on marketing material associated with forms. PDF417 barcodes are the most common type of 2D barcodes found on forms. PDF417 barcodes64 are applied to forms:  To capture and encrypt essential data completed by the user or to act as electronic signatures.  Once the barcode is generated from the user data and printed, the barcode can be scanned and the captured data uploaded to a system or database for the next steps in the process, and for use by the recipient. The barcode:  Ensures the data is accurately retrieved and read.  Avoids having to re-enter the data by the area handling the requests.  Reduces data entry errors by providing the information as entered by the user. 64 Wikipedia, ‘’PDF417’’

Forms/Template Design and Development 311 / 349 Barcodes are used on forms like staff ID cards. This type of barcode is generally associated to an organization’s security system. It serves to:

Forms/Template Design and Development 312 / 349  Identify the cardholder.  Hold information on cardholder’s building access rights, governing which doors can be opened, on what floors, what equipment can be used, etc. Other barcodes are used on forms packages hold information about the form product, namely:  The form’s unique form identifier and title.  The unit of issue.  The quantity contained in the package. These barcodes are usually associated with an inventory system and serve to track:  Quantities in stock.  Stock distributed.  Storage location.  When to reorder. For barcodes to work properly, they need to be printed in a clear, sharp quality for their respective scanners and readers to successfully capture them. Some barcode symbologies are more forgiving than others, however.

Forms/Template Design and Development 313 / 349 Thorough testing of the printed barcode on different types of printers and scanning by the selected device is necessary to ensure that there is a successful read over the long term. As well, each type of barcode follows a set of standards that govern:  The location of the barcode on items.  The barcode’s design and presentation.  Quality.  The type of data.  The barcode’s purpose. It is without a doubt that barcodes have changed the way business is conducted. It is essential organizations assess which barcode technology best serves their business needs and in what contexts before determining the barcode technology in which to invest. Forms Management Program staff need to be aware of their organization’s barcode technology and in what context to apply it on forms. Also see

Forms/Template Design and Development 314 / 349 − Barcode65 − Types of Barcodes: Choosing the Right Barcode66 − 1D, 2D and 3D Barcodes67 − PDF417 – one really useful barcode standard68 − Interleaved 2 of 569 − 3D Barcodes70 − Barcoding Frequently Asked Questions (FAQ)71 BUSINESS PROCESS ANALYSIS When submitting business cases and forms solution options for decision, the business process analyst includes, for each proposed option, the recommended existing technology to use or makes a case for investing and acquiring technology to meet demonstrated needs and requirements. 65 Wikipedia, “Barcode” 66 SCANDIT, ‘”Types of Barcodes: Choosing the Right Barcode”, Jan 26th 2015 67 Peter Nikolow, ‘’!D, 2D and 3D Barcodes”, Mobilio, March 22, 2012, http://www.mobiliodevelopment.com/1d-2d-3d-barcodes/ 68 Peter Nikolow, ‘’PDF417 – one really useful barcode standard”, Mobilio, March 22, 2012, http://www.mobiliodevelopment.com/pdf417-barcode-standard/ 69 Wikipedia, ‘’Interleaved 2 of 5’’ 70 Barcodes, ‘’3D Barcodes, A brief explanation of 3D Barcodes – What they are and how they are used.”, https://www.barcodesinc.com/articles/3d-barcodes.htm 71 Barcodes, “Barcoding Frequently Asked Questions (FAQ)”

Forms/Template Design and Development 315 / 349 The business process analyst outlines clear requirements in their business cases and makes sure to identify the actors in business process maps, including inanimate actors like specific servers, databases, systems, or equipment. This includes barcode technology, hardware, software, and equipment with its:  Its name, type, brand, make and model details.  Any associated requirements. For example Form 1207 accessed on the web as a dynamic PDF. It requires a wet signature. − Form 1207 generates PDF417 barcode to encode form data originating in form fields. − When the printed form 1207 is received, the captured 2D barcode is scanned (with scanner X, brand Y, model Z). These details provide the minimum information necessary for Forms Management Program staff to further investigate the particulars of the systems and equipment associated with the form they are working to develop.

Forms/Template Design and Development 316 / 349 FORMS ANALYSIS The forms analyst analyzes the business process maps to understand the forms process flow, the different events, actions, triggers, data flow, etc. If barcode technology is used, the forms analyst needs to validate that the forms development software, operational equipment is able to support the functionality requested. The forms analyst works closely with the forms developer to ensure the barcode technology supports the needs and requirements. Where barcodes are used to capture client or user information, the forms analyst needs to:  Determine which of the form data fields actually need to be captured by the barcode and encapsulated for upload into the specified system or database.  Provide these form fields’ corresponding system database field names. This is essential information for the developer in order to program the form’s data fields and the 2D barcode for successful data upload. In cases where a barcode is required to identify each form instance, like a unique serial number that would generate each time the form is launched, then the forms analyst makes sure to

Forms/Template Design and Development 317 / 349 specify what type of barcode to use and what it is supposed to represent. The forms developer needs these details to apply the appropriate barcode type to the form and program it to execute according to specifications. When forms are manufactured and stored in a warehouse using an inventory system using barcodes, the forms analyst is aware of the type of barcode used by the inventory system and of what form details it captures. Depending on whether the print provider can print barcode labels of the same type used by the organization’s inventory system, it may be possible to include a specification requiring print providers to barcode each unit of issue (e.g., how many individual forms (each), bands or pads in a carton, package, a box, etc.) of delivered forms. FORMS DEVELOPMENT The forms developer is familiar with the approved barcode technology and peripheral equipment for use in the organization and those used with forms. Business cases, proposed technology options are assessed with stakeholders, the forms analyst and the Information Technology area to ensure compatibility and interoperability.

Forms/Template Design and Development 318 / 349 Barcodes, depending on their purpose and respective standards, are laid out in different locations.  On product labels, they are often found at the bottom.  2D barcodes on forms are generally located at the top right-hand corner of a form, just as a reference number would be. This is for quick recognition by form handlers who process the forms and recover the data entered. The forms developer understands barcode technology particulars, known standards, and design and layout specifications. The forms developer:  Determines, applies and programs the barcode that meets the form’s needs, requirements and expected results.  Positions the barcode on the form’s layout based on known standards, as applicable.  Includes quality parameters for form print output or image quality resolution of eforms for barcode readability by associated equipment. This is to ensure that readers and scanners work properly and capture the encoded data, whether the barcode is scanned from a form viewed on the screen of mobile devices or from a printed output.

Forms/Template Design and Development 319 / 349 Note: Depending on the barcode type, some can be read from screens, others from printed forms or documents.  Inserts a 2D barcode field to capture and exchange data.  Programs the form’s data fields in the specified programming language.  Maps the data fields to the corresponding data fields in the database.  Performs tests to validate that the data captured does generate the 2D barcode, saves and prints correctly.  Performs tests to ensure that the barcode:  Prints clearly for the scanner to read it properly.  Captures the form user data, reads it and uploads it correctly to the database in the correct data fields.  Includes specific instructions, test cases or test scripts for testers to follow when proceeding with testing and quality management activities associated to the barcode functionality.  Adjusts or corrects the form’s source file and output version files following testing and quality management feedback and testing reports until results are satisfactory.

Forms/Template Design and Development 320 / 349 DATA COLLECTION AND PRESENTATION Just as UPC barcodes in grocery stores accelerate the checkout process, 2D barcodes on forms play a useful role in simplifying data capture and accelerating business processes for faster service fulfillment. While the UPC barcodes on grocery items upload the item’s name or type with its dollar value in the cash register and inventory system, barcodes on forms provide similar functionality. PDF417 barcodes on forms:  Capture information entered in the form’s data fields.  Facilitate the transfer of captured data to a designated system or database accelerating the business process flow.  Remove the need to re-enter the data.  Facilitate reaching the next step in the process more quickly.  Ensure the data retrieved matches that entered by the user, thereby reducing the risk for errors.

Forms/Template Design and Development 321 / 349 Barcodes used on forms package labels are used to:  Contain and/or retrieve information about the form product, such as:  The form’s unique identifier and quantity contained in the package.  Possibly, the form’s title, unit of issue, and more.  When associated with a forms inventory system, the barcode information performs a similar function as that of a barcode in a grocery store. It accelerates the distribution of the form items and captures key form details that are uploaded into the inventory system to track form quantities in stock, stock distributed, user information, storage location, unit cost, etc. The data collected through the barcode scans, e.g., quantities of forms issued, are managed by the inventory system, generally updated in real time, and used to perform key actions, such as:  Send a low stock notice when it’s time to reorder.  Generate different reports such as:  The form’s users of a given form.  Usage trends.  List of inactive forms.

Forms/Template Design and Development 322 / 349  Forms on order.  List of forms by type (e.g., envelopes, letterheads, labels, etc.) In summary, barcodes on forms enable faster, more efficient data capture, data exchange and process flow while providing more accurate data and offering faster service delivery. TECHNOLOGY Barcode technology is vast and varied. Each type offers different functionality and options. Organizations, with their Information Technology area, need to thoroughly assess the different technology against their business needs to determine which is the most cost-effective. Just as essential is the need to evaluate the contexts in which the barcode technology will be used.  The frequency barcodes are scanned and in what type of environment can affect hardware and software technology selections.  How long the barcode needs to remain valid and readable can affect print technology choices.

Forms/Template Design and Development 323 / 349 These factors can significantly impact the type of barcode technology to use. Different types of barcodes, barcode technology and equipment may be used within the same organization for different purposes. The Information Technology area can assist organizations in selecting those with the best compatibility and interoperability features to best integrate with the overall technology architecture, including the forms development software.

Forms/Template Design and Development 324 / 349 MICR technology The Forms Management Program uses general knowledge of how MICR (Magnetic Ink Character Recognition) technology works and how to use it on forms, including placement, spacing, specialized fonts, specialized inks or toners, and other requirements and standards. FUNDAMENTALS The MICR line is to the banking industry what the barcode is to manufacturing and business industries. Its magnetic ink system using iron oxide ink applied with a strict format offers high security features making it difficult to counterfeit. It moved a time-consuming manual cheque validation and clearance process to a quicker digital process, reducing the risk of errors and sending scanned data to databases. Magnetic Ink Character Recognition or MICR technology72 is used mainly in the banking industry to process and clear cheques, bank drafts, money orders and other negotiable documents. 72 Wikipedia, ‘’Magnetic ink character recognition”

Forms/Template Design and Development 325 / 349 An encoding line, known as the MICR line, is typically found at the bottom of cheques or other negotiable documents. It includes specific details such as:  The type of negotiable document.  The bank code identifying the individual bank.  The bank account number.  The document’s unique sequential number (e.g., cheque number).  The amount. For manufactured checks such as handwritten checks, the amount field is added at the bank of first deposit (exceptions being consumer product cheques similar to coupons). With laser technology, this field is now routinely added to the MICR line at the time the check is laser printed on demand. The MICR line is typeset and printed in one of two standard fonts:  The MICR E13B font recognized as the international standard (ISO 1004-1:2013) used in the USA, Canada, United Kingdom, Australia and other countries.

Forms/Template Design and Development 326 / 349  The CMC7 font, widely used in Europe, Brazil, Mexico and other countries. Characters are printed in a magnetic ink or toner, allowing the MICR readers to scan the information and send it to a data-collection device. The unique fonts and magnetic ink or toners help the MICR readers better distinguish the characters and lessen cheque fraud73. The use of MICR technology on cheques and negotiable documents is a requirement of the American Federal Reserve in the USA. Documents printed with regular inks or toners risk that the cheques will be rejected during processing. Some technology companies offer quality MICR laser printers with compliant toners and added security features. These allow for the printing of cheques on demand using blank cheque paper stock with security features and reduce an organization’s need for pre-printed cheques. The Forms Management Program area of organizations that produce forms with MICR codes or process forms that display 73 Natasha Gilani, “Advantages & Disadvantages of Magnetic Ink Character Recognition”, Techwalla, https://www.techwalla.com/articles/advantages-disadvantages-of-magnetic-ink-character-recognition

Forms/Template Design and Development 327 / 349 MICR codes are aware of MICR standards and requirements in their jurisdiction, and have access to the necessary software and fonts to generate the codes. Organization staff have access to the required equipment and software to print MICR codes and that to read, scan and process the forms and documents that display MICR codes. Also see − MICR Basics Handbook74 − MICR (magnetic ink character recognition)75 − Know all about MICR76 − An interesting article that explains why the ink is magnetic and the characters have a particular shape. Why does the magnetic MICR printing on checks use such a weird font?77 Basically if all cheque technology could change, we would switch to barcodes now, but at the time the magnetic technology was the best option! 74 TROY Systems International Inc., ‘’MICR Basics Handbook”, December 2, 2000, https://www.troygroup.com/media/files/MICR-Basics-Handbook.pdf 75 Posted by Margaret Rouse, “MICR (magnetic ink character recognition)”, SearchSecurity, https://searchsecurity.techtarget.com/definition/MICR 76 BankBazaar.com, “Know all about MICR code”, Rediff.com 77 Digital Check Corp., “Why does the magnetic MICR printing on checks use such a weird font?”

Forms/Template Design and Development 328 / 349 BUSINESS PROCESS ANALYSIS As with any forms project, the business process analyst carefully documents and maps the business process associated with the form and reviews the findings with stakeholders. All the actors in the process are identified, including peripheral equipment such as MICR technology. For example A process map shows all the steps, including those that include peripheral equipment such as MICR technology: − The invoice payment is saved. − Upon saving, the payment data, including the MICR code, is sent to a secure cheque printer (type, brand, make, model). − A cheque (form 4567) is printed on paper stock X. When MICR technology is being proposed as a form solution option, the business process analyst makes a case for the investment in such technology or not, based on thorough cost-benefit analyses of options. Partners in the Information Technology area can assist the analyst in this endeavor. For example

Forms/Template Design and Development 329 / 349 Depending on the nature of organization’s key business delivery or services, a more cost-effective option may be to contract the production and printing of negotiable documents to qualified and compliant print providers. The business process analyst clearly details every option, pros and cons of each with their cost breakdown. A business case is presented to stakeholders and executive management for decision. Form projects where MICR technology is involved are also likely to require additional security features, equipment and requirements. If applicable, specific MICR technology and associated equipment such as scanners are listed and identified, with name, brand, make and model. All are detailed in the requirements and specifications document and attached process maps. FORMS ANALYSIS When working on projects that require the development of negotiable documents such as cheques or bank drafts, the forms analyst reviews the design and construction standards and requirements of their jurisdiction banking industry.

Forms/Template Design and Development 330 / 349 This is to ensure the applicable design and layout standard is specified, including the MICR requirements (specific MICR printer, MICR font, ink or toner). The forms analyst also verifies whether the negotiable documents need to be printed on special paper and with particular printing requirements. For example The project could be for: • A negotiable document form that will be manufactured and fill-in information gets handwritten or overprinted later. • A negotiable document that uses special paper such as blank cheque stock paper and prints entirely on MICR printers. • A cheque that require printing of information on the back to meet standards. The forms analyst also confirms with stakeholders the precise numbers and symbols identifying the individual bank, the bank account number, the document’s unique sequential number (e.g., cheque number), and amount to display in the MICR line. The forms analyst also obtains their equivalent database field names and the name of the database to extract the data from.

Forms/Template Design and Development 331 / 349 The MICR line of every cheque and negotiable document includes a sequential number, specifically the unique cheque or document number. The forms analyst confirms with stakeholders the required numeric sequence to use (e.g., 001 to 500, 501 to 999) or details on how the number is to be programmatically generated. The forms analyst indicates the type of form product and provides the requirements and specifications document for the forms developer. FORMS DEVELOPMENT The forms developer reviews the requirements and specifications and makes sure to have access to the required standard MICR font in order to develop the form and produce the MICR line. If necessary, the forms developer, with the support of the Forms Management Program head and colleagues in the Information Technology, works to obtain or download the MICR fonts and have them installed in the operating system of Program staff and developers. The forms developer applies the design and layout prescribed by the banking industry as identified in the requirements and specifications with respect to:

Forms/Template Design and Development 332 / 349  Size.  Width.  MICR line location.  Specific location of information elements to display and print on the form. For example On cheques, one normally sees: − The bank logo. − Address and contact details. − An area to print the bank account holder name and address. − The date with format indicators. − The words “Pay to the order of”. − A currency symbol next to the line or box for specifying the amount. The forms developer makes sure the form design and layout comply with the standard requirement for the MICR location to ensure successful processing. The MICR line of every cheque or negotiable document includes a sequential number, specifically the cheque or document number that is unique.

Forms/Template Design and Development 333 / 349 The forms developer applies the starting number and sequence to print specified (e.g., 001 to 500, 501 to 999). In the case of pre-printed cheques, for example, this information may all be printed on top of a screened color image and a watermark or on security paper. The forms developer: • Prepares the necessary image files to be printed on the front and back of the cheques. or • Specifies to the print provider on which compliant blank cheque paper stock to overprint the cheque form elements on. Blank cheque paper stock may be pre-printed with marketing images and security features such as a void pantograph or watermark. In the case where the cheque image (e,g., background, logo, text) and the payment information are all printed at once on demand, the forms developer: • Prepares an eform compliant design and layout with the required information elements and data fields to download specific individual cheque data at print time.

Forms/Template Design and Development 334 / 349 • Is familiar with the MICR line code requirements, and fields are mapped and programmed to download banking and payment information from a designated system or database. − Fields for the bank account holder’s information, cheque amount and recipient of the cheque are also mapped to populate the form fields at print time. − The unique document number field is programmed to generate a unique sequential number based on a given set of rules. − Cheques are printed on dedicated local or network MICR printers and specific blank cheque paper stock. There could be a few output source files as a result, depending on the print method used. For any printed output, the forms developer provides high-resolution PDF output files. When printing cheque details, the forms developer asks for the required data file to be produced by partners in the Information Technology area. Necessary form fields’ banking information is extracted and encoded in the data file sent to the print provider to merge and print on specified blank cheque paper stock. The forms developer makes sure the print provider is

Forms/Template Design and Development 335 / 349 equipped with compliant MICR technology, printer, inks or toners and compliant cheque paper stock. Testing and quality management activities are performed to ensure the data exchange of banking information and payment details is successful and print properly on cheques or other types of negotiable documents. Proofs and a set of samples are required as necessary. This is to ensure the MICR line prints in the correct location to maximize scanning and processing of negotiable documents. Samples are processed using high-speed scanners or readers to validate successful reading of the MICR line. DATA COLLECTION AND PRESENTATION A MICR line includes specific data such as:  The type of negotiable document.  The bank code identifying the individual bank.  The bank account number.  The document’s unique sequential number (e.g., cheque number).  A check digit (To verify accuracy of the reading of the MICR line).

Forms/Template Design and Development 336 / 349  And the amount. This data can be scanned and uploaded by an organization to its database to record a payment received. The same data elements can be extracted from the organization’s database to generate payments and print them, either locally or in batches at a designated print provider. The data elements and corresponding database fields are documented, included into form libraries and database schemas for inclusion in forms. The MICR line is designed, laid out and set in the specified standard font and location and printed in compliance with standard MICR printing requirements. Printed forms, in this case the negotiable documents, produced according to the banking industry standards ensure they successfully process in various banking machines and equipment, and successfully exchange banking and payment data. Applying the print quality requirements ensures the MICR line is durable and legible, helps reduce processing rejection rate due to misread or unreadable MICR lines.

Forms/Template Design and Development 337 / 349 Other recognition technologies The Forms Management Program uses general knowledge of other types of recognition technology such as:  Optical character recognition (OCR).  Intelligent character recognition (ICR).  Handwriting recognition.  Optical mark recognition (OMR).  Intelligent mark recognition (IMR). Less often used for forms are:  Radio frequency identification (RFID).  Voice recognition.  Biometrics. FUNDAMENTALS Aside from MICR (Magnetic Ink Character Recognition) and barcodes, other technologies are also used to recognize content and accurately convert it to code for further processing.

Forms/Template Design and Development 338 / 349 For forms, this most often means data on forms can be separated from the static form image. Being able to access the data in an automated fashion means that it can be processed without having to manually enter that data into a system. The ability to retrieve data from a form in an automated fashion with little or no human intervention is long-sought goal of many organizations. Recognition technologies can:  Reduce errors in data collection.  No manual entry of data, no rekeying of data reduces the chance for errors entering databases.  Improves accuracy of the overall transaction from fulfillment to delivery to billing.  Speed up processing time since data can be entered from one read rather than character by character manual data entry. A completed form is entered to the system faster, allowing for faster service or product delivery.  Staff overhead can be reduced because data entry time is reduced.

Forms/Template Design and Development 339 / 349  Facilitate records management because at the same time the form is being scanned to retrieve data it can also be scanned for archiving. Some of these Automatic Identification and Data Capture78 (AIDC) methods include: Optical Character Recognition (OCR) Optical Character Recognition79 (OCR) reads and interprets machine-printed characters. OCR is most often used when scanning for data capture so that data does not have to be re-entered. The text in an image, such as a scanned paper document or electronic fax file, is not editable. The letters are made of tiny dots (pixels) that together form a picture of text. OCR recognizes the image of the letters and converts that image into computer-editable text. After OCR, the converted text can be exported and used with a variety of word-processing, page layout and spreadsheet 78 Wikipedia, “Automatic identification and data capture” 79 Wikipedia, “Optical character recognition”

Forms/Template Design and Development 340 / 349 applications. OCR also enables screen readers and refreshable Braille displays to read the text contained in images. Variations of OCR have been developed for hand printed data and even for cursive data. We see these in use in many specific situations. Generally, the recognition engines need to be more robust and use more complex algorithms. Even so, the error rates can be higher. Some medical transcription systems have been developed to automate doctor’s orders and notes. Generally, these systems require training that, over time, generally can improve results. Intelligent Character Recognition (ICR) Intelligent Character Recognition80 (ICR) reads and interprets handwritten characters, including cursive, and converts them to computer-editable text. Optical Mark Recognition (OMR) Optical Mark Recognition81 (OMR) reads and interprets marks entered by users. Many standardized tests use OMR technology to read a #2 or HB pencil-darkened space. 80 Wikipedia, “Intelligent character recognition”

Forms/Template Design and Development 341 / 349 OMR forms require exact conformance to the requirements of the scanner that is used to capture the marks. It uses specially-prepared forms, often printed in colors the scanner does not see, and requires a specific density range for the mark, thus the #2 or HB pencil only. OMR readers look for dark pencil marks in specific locations on a form. Each position on the form can be assigned a different meaning, depending on the need. Typical applications for this type of hand marking and scanning include:  Standardized tests  Lottery forms.  Voting.  On printed sheets that will later go through an inserter. For example The marks are typically produced during high-speed variable data printing of invoices, statements, letters, etc. The marks are then scanned by the inserter to determine which pages belong in the same envelope. 81 Wikipedia, “Optical mark recognition”

Forms/Template Design and Development 342 / 349 Images of OMR documents82 Intelligent Mark Recognition (IMR) Intelligent Mark Recognition83 is a newer version of OMR that has more leeway in design, but it is still important to understand the exact requirements of the specific machines to be used. More sophisticated software can accept “checkmarks, “X marks,” or “tics” provided that they are sufficiently bold. Incompletely filled spaces can typically be differentiated from erasures. Radio-Frequency Identification (RFID) Radio-Frequency Identification84 is a wireless method to collect information, often from moving objects such as retail goods, shipping cartons or livestock. Tags can be active (transmits a signal) or passive (reacts to an external signal). They can be extremely small, about the size of two grains of rice. Because they do not need to be visible to be read (unlike a barcode), they can be implanted almost anywhere. 82 Google search of “images of OMR documents” 83 Danum Data Solutions, “Intelligent Mark Recognition (IMR)” 84 Wikipedia, « Radio-frequency identification

Forms/Template Design and Development 343 / 349 Voice Recognition Voice recognition85 enables speech input using software to convert speech into text. Developing forms using voice recognition is complex and relatively recent. Also see − Accepting Speech Input in HTML5 Forms86 − The Conversational Form Evolved: Now with Voice87 Biometrics Biometric88 recognition systems are primarily used for secure applications where identification and authentication are needed. They can read and validate an image from your hand, finger or face as well as a voice print or iris print. Biometric systems can be used to replace logon and passwords for equipment and electronic accounts. 85 Wikipedia, “Speaker recognition” 86 Matt West, “Accepting Speech Input in HTML5 Forms”, Treehouse, January 16, 2014, https://blog.teamtreehouse.com/accepting-speech-input-html5-forms 87 SPACE10, “The Conversational Form Evolved: Now with Voice”, Jul 17, 2017 88 Wikipedia, “Biometrics”

Forms/Template Design and Development 344 / 349 For example They can facilitate tighter security controls for the systems and equipment that create an organization’s cheques. BUSINESS PROCESS ANALYSIS When working on projects with other recognition technologies, it is important to realize that the analysis may lead to:  Lead to a form.  Lead to a different type of technology where no form is required.  Require the collaboration of Information Technology experts. Using any of these technologies may be a radical departure from the current process. Current and proposed process maps are especially important to show where the technology fits and how it will change the process and benefit the organization. All the actors in the process are identified, including peripheral equipment. Form projects where these technologies are involved are also likely to require additional equipment or software. If applicable, the equipment and software are identified, with name, brand, make and model in the requirements and specifications document.

Forms/Template Design and Development 345 / 349 As with any forms project, the business process analyst:  Carefully documents and maps the business process associated with the form and reviews the findings with stakeholders.  Makes a case for the investment in such technology or not, based on thorough cost-benefit analyses of options.  Clearly details every option, pros and cons of each with their cost breakdown.  Submits the business case to stakeholders and executive management for decision. Partners in the Information Technology area can assist the analyst in this endeavor. For example Depending on the nature of an organization’s key business delivery or services, it may be cost-effective to implement RFID technology and replace existing barcode readers. This would require: − A new workflow as shown on the process map. − New equipment and software to implement the change. − Staff training. − A communication plan. (Note that there is no form in the above example).

Forms/Template Design and Development 346 / 349 For example A fast, anonymous survey is needed from every person who enters a building. Creating a form with optical marks would enable a quick response by the survey takers and facilitate automated data gathering from the completed surveys. In this example, the form is a specially-designed form that is compliant with optical mark recognition scanners. There are likely new software and equipment purchases required. FORMS ANALYSIS When working on projects with other recognition technologies, it is important to realize that the analysis may lead to:  A form.  A different type of technology where no form is required. If a form is required, the forms analyst reviews the design and construction standards. This is to ensure the applicable layout and design standard is specified. Technology is changing rapidly; requirements that existed even two years ago may no longer be valid today.

Forms/Template Design and Development 347 / 349 For example In the past OMR forms were printed in non-reproducible blue ink, but with the change to red light laser scanners the ink is often a pinkish red. Now some scanners can differentiate the form from the fill-in spaces even when the form is printed on a laser printer. The forms developer must understand the design and layout requirements for optimum functionality. This type of information is included in the specifications document provided to the forms developer. It is imperative that the forms analyst understand the requirements of the entire system being considered. For example The project could be for: − A healthcare facility that wants to replace barcodes with RFID. − A small municipality that wants to begin using optical mark recognition (OMR) for voting. − A trucking company that wants to begin scanning its signed bills of lading for archival purposes by using the bill of lading number as the index field to tie to their computer system.

Forms/Template Design and Development 348 / 349 The forms analyst indicates the type of product and recognition technology used and provides the requirements and specifications document for the forms developer. FORMS DEVELOPMENT The forms developer reviews the requirements and specifications and makes sure to have access to the latest design requirements for forms associated to be scanned, regardless of the type of recognition technology selected. For forms to be scanned, the forms developer applies the design and layout prescribed by the software and scanning equipment as identified in the requirements and specifications with respect to:  Form size.  Paper weight  Location of alignment points.  Preferred font.  Preferred shape of the answer space (oval, circle, other) … and more. Proofs and a set of samples are required for testing. Testing and quality management activities are performed to ensure the

Forms/Template Design and Development 349 / 349 scans are gathering the data as planned and the form facilitates and does not interfere with the scan. DATA COLLECTION AND PRESENTATION Recognition technologies are focused on collecting data and making it available to systems and processes within an organization. Most often, this is facilitated by software and equipment working in unison with a form or document that is to be scanned. The RFID and biometric technologies do not require forms. At the time the workflow is established, the method of extracting data from the form or document can be based on  Reading the entire item (such as optical character reading). or  Reading a particular area of a form or searching for an object on a form. Each bit of data that is extracted has a data field and database associated with it for uploading. It is important to have the software mapped correctly to the appropriate data field and database.