Session 201 – Forms Administration Processes and Roles
Consider the forms management processes that are not analysis and design nor procurement nor production. What do you have left? Forms administration! Forms administration is the heart of a well-run forms management program.
This session starts with an overview of the forms administration processes and the multiple roles involved in these processes. It then focuses on two processes not covered elsewhere in this series, specifically intra-company communication of forms issues and form systems documentation. Homework will identify forms administration processes in your organization.
Session 202 – Form Identification
Every form needs to be uniquely identified such that a user can access the specific container that they need. These identifiers must be clear, easy to use, and very specific. Too often, all the required identifiers are squeezed into the form number, using prefixes, suffixes and other codes, creating a “form number from Elm Street”.
This session shows one way to build a unique form identifier without creating a system that is likely to fail when something major changes in your organization. It defines specific identifiers such as form number, form title, edition date, versions and other characteristics that can be used and defines and how these identifiers are displayed and stored. Homework will examine your identification method and opportunities for improvement.
Session 203 – Form Files and Recordkeeping
Form files and recordkeeping need not be complex! There are many kinds of files in the FM department. For example, form history files contain the documentation for each form, and they function as legal records. The forms database houses critical details. Project files hold documents specific to an initiative. Learn about the types of forms records kept, factors to consider in defining your organization’s requirements and policies, typical contents of files and the importance of procedures to reliably record - and later be able to find - information. Homework will identify your procedures, roles, and forms associated with form files and recordkeeping.
Session 204 – Leveraging Your Forms Data
Forms departments have lots of records and collect lots of data. Although you organize that data and turn it into information, there is so much more that you can do with it. Persuade management? Find opportunities for forms improvements? Save money? Populate your catalog? Automate routine processes? Attend this class to expand your view of what you can do with all the data that you collect about forms. Homework will help you identify opportunities to leverage data in your forms program.
Session 205 – Program Manual & Forms Style Guide
A best practices Forms Management program needs to provide documentation on all processes used within the department. In addition, it needs to document the specific standards and conventions used during forms development in order to attain consistency and reliability, as well as providing support for the organization’s brand and image.
This session discusses the requirements for a comprehensive Program Manual and a Forms Style Guide, the difference between the two, and proposes a specific methodology for their development, deployment and maintenance. We also provide recommended Tables of Contents. Homework will compare the documentation you already have to recommended contents.
Session 206 – Forms Action Request (Project Request)
The Forms Action Request is the starting point for most of the incoming work to Forms Management. Creating this form provides the opportunity to apply your expertise in assessing requirements and performing process analysis to benefit your own department. Just as is true for your customers, your form purpose and your processes drive the content of your form. Learn the concepts that direct the Forms Action Request toward a best practices model. Homework will identify opportunities to strengthen your Forms Action Request.
Session 207 – Proofreading and Copy Editing for Forms
Do your forms communicate exactly what they are intended to communicate? Do they effectively request the information needed? Do they professionally represent your organization’s brand – and avoid faux pas? They do if they are well edited and proofread - error-free and ready for prime time!
This session discusses copy editing and proofreading for forms, including when, how, and by whom these activities are performed during the form development process. Homework will identify your procedures, roles, and forms associated with proofreading.
Session 208 – Deployment Planning & Implementation
Users having trouble finding your forms? Deployment, in the context of forms administration, entails making forms easy to find. Proper deployment results in higher levels of user satisfaction which leads to happy users. Learn how form requirements drive the user points of access. Planning for deployment and tracking actual deployment are different, and they require different data elements in your database. Learn about the differences and what information you should maintain. Homework will identify user points of access in your organization.
Session 209 – Forms Discontinuation
Obsolescence occurs in any dynamic organization, and discontinuation is the process for retiring forms that are no longer to be used. Actively managing the discontinuation process helps assure that only currently valid forms are available and that records are updated.
Learn about the triggers to identify obsolete form candidates and why it is important to understand the reason the form is no longer needed. This session discusses developing your discontinuation policy and procedures, and the roles involved. Homework will identify your procedures, roles, and forms associated with discontinuation.
Session 210 – Form Reviews
Forms are like small children. Leave them alone long enough and they will get into trouble!
Over time, forms become less effective as business processes change, management direction changes, and procedures are modified officially or unofficially. Forms become inactive or obsolete, or just don’t work as efficiently as they once did. Therefore, the forms that support these processes must be periodically reviewed and updated.
This session identifies the specific events that trigger form reviews and a methodology for performing the reviews when time and resources within Forms Management are limited. It also discusses a methodology for automating the review process. Homework will identify your procedures, roles, and forms associated with all types of reviews.
Session 211 – Inventory and Warehouse Coordination
Does your organization maintain forms inventory in a warehouse or stockroom? Do your users need to process requisitions against this inventory? What is Forms Management’s role in managing and maintaining this inventory?
Most organizations maintain physical inventory of forms. This session discusses the specific procedures used, results expected, methodology for implementing inventory management and control, and cost savings opportunities while working with warehouse personnel and third party vendors. Homework will identify your procedures, roles, and forms associated with inventory and warehouse coordination.