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Canadian Forms Institute

November 8-9, 2010
Adobe Systems
343 Preston Street
Ottawa, Ontario K1S 1N4

Registration fees for the Forms Institute are:

Member Registration: $576 USD
Nonmember Registration: $676 USD
Nonmember Registration with 1-Year BFMA Membership: $751 USD
Registration includes two days of sessions, the Canadian Forms Standards Document, and box luncheons.

Monday, November 8, 2010

National Forms Management Standard | Bet Morash and Julie Stephens

Twenty-three organizations involved in the development and deployment of forms recognized no forms department should stand alone. So in 2002, they formed a committee to develop a national standard that would encompass issues they personally face on a daily basis. The result of their labor is the National Standard for Canada – Forms Management (CAN/CGSB-6.2) – a document written by forms professionals for forms professionals. This is not a government written standard but it is backed by them. This presentation will outline the objectives of the standard including the criteria and guidance for the establishment and operation of a forms-management program in either public- or private-sector organizations.

Bet Morash is the chair of the Canadian General Standards Board Committee on Forms Management, Bet has been in the forms industry for almost forty years. She has held many different positions working her way up to her current job at the City of London. She has been a Forms Clerk, Junior Forms Designer; Senior Forms Designer; Forms Analyst, Forms sales representative, and Business Systems Analyst (current). Her project team won the BFA 2006 Professional Award for a ground-breaking project they implemented.

Julie Stephens has been the City of Mississauga's Forms and Procedures Analyst for twelve years. She has been a BFA member for twelve years, and served as past-President of the Toronto chapter. Julie has a background in Graphic Design and Marketing and assists her husband with his corporate design and marketing business. Julie is married with one very active son. She volunteers in and outside of her community with her sons hockey team and in the areas of children's rights, family planning and the homeless.

Schedule for Monday November 8, 2010

8:00 a.m. - 8:30 a.m.Registration
8:30 a.m. - 8:40 a.m.Welcome and Opening Remarks
8:40 a.m. - 10:00 a.m.Is senior management considering phasing out Forms Management in your Company? How the National Forms Management Standard (NFMS) may help you justify your department.
10:30 a.m. - 10:45 a.m. Break
10:45 a.m. - 12:00 p.m.Elements of Forms Management
12:00 p.m. - 1:00 p.m. Lunch
1:00 p.m. - 2:30 p.m.Elements of Forms Management
2:30 p.m. - 2:45 p.m.Break
2:45 p.m. - 4:30 p.m.How to write your own official Forms Management manual using the NFMS


Tuesday, November 9, 2010

Best Practices in Forms Management

This presentation will include:

  • The Strategic Importance of Forms Management
  • Forms Department Structure and Staffing
  • Forms Policies, Procedures and Control
  • Forms Metrics
  • Management Reporting
  • Forms Technology

Strategic Importance
All organizations have a forms management function. It may be formal and managed, or it may be informal and mismanaged, but it is always present. The costs to create, print, deploy, use, store, find, reproduce, and destroy forms can amount to as much as 3% of revenues. (Gartner Group estimate) As the basic tool for business communication, well-designed and well-worded forms contribute to positive customer experience, enhanced brand expression, and efficient business processes. All organizations need a well-developed forms management strategy, led by forms professionals and supported by senior management. The strategy must align with the mission, vision, values, and objectives of the organization. It is used to help drive technology investment, business process management, records and compliance management, and customer service. Mr. Killam will cover form definitions, forms management strategic elements, costs and ROI considerations, and forms strategy development.

Forms Department Structure
Where should Forms Management report? How should the function be structured to support the overall forms management strategy? What key steps should the forms manager take to ensure that the department is aligned with overall organization objects? These and related questions will be discussed during this session.

Forms Department Staffing
Once structure is in place, how should the department be staffed? This includes the skill sets required, job description development and the number of people required.

Forms Policies and Procedures
Forms development is a business process and, as with all business processes, it needs to be mapped, documented and managed. This session looks at the process as a whole and the basic policies and procedures required that will ensure a smooth, results-oriented workflow.

Forms Control
What are the functions that are included in forms control. Who performs these functions? What tools are required? These questions will be addressed and discussed during this session.

Forms Metrics
Beginning with the basic management axiom that "you cannot manage that which you do not measure”, this session will address what is important to management at each level and how to organize the department to capture required data and report on it in a meaningful way.

Management Reporting
Educating management about the value your department brings to the company is vital in this age of constant cost-cutting efforts. Learn what critical data you need to collect, how to classify and quantify it, and how to translate that data into presentations and reports that speak the language of management.

Forms Technology
Multiple tools are required to perform effective forms management, including a forms database, design tools, deployment tools, analysis tools, mapping tools and project management tools. Picking the "right” tool(s) depends on strategy. This session will describe a process for determining which tools are right for you.

Ray H. Killam, CFSP, CFC is President of Essociates Group. Ray is President of Essociates Group, Inc, a forms management consulting company. Ray is past-president of BFMA, is currently President Emeritus, and serves on the Past Presidents' Council and on the BFMA Education Foundation Board of Trustees. He was presented the Jo Warner Award in 2001. Ray holds a BBA-Economics from Washburn University, an MBA from George Mason University, and a Masters Certificate in eCommerce from Creighton University.

Schedule for Tuesday November 9, 2010

8:00 a.m. - 8:30 a.m.Registration
8:30 a.m. - 10:00 a.m.Best Practices in Forms Management Sessions
10:30 a.m. - 10:45 a.m. Break
10:45 a.m. - 12:00 p.m.Best Practices in Forms Management Sessions Continued
12:00 p.m. - 1:00 p.m. Lunch
1:00 p.m. - 2:30 p.m.Best Practices in Forms Management Sessions Continued
2:30 p.m. - 2:45 p.m.Break
2:45 p.m. - 4:30 p.m.Best Practices in Forms Management Sessions Continued

Business Forms Management Association
3800 Old Cheney Road, Suite 101-285
Lincoln, NE 68516-5901
Phone: 1-888-367-3078, Fax: 1-877-204-5979


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