5 Reasons to Stop Filling Out Forms by Hand
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From filling out paper forms to filing them, manual forms management is riddled with inefficiencies. View this slideshow to learn how you can save time and speed up your forms management with web-based forms. Watch the on-demand webinar on HelpSystems.com. http://www.helpsystems.com/rjs/events/recorded-webinars/5-reasons-paperless-forms
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5 Reasons to Stop Filling Out Forms by Hand
- 1. 5 Reasons to Stop Filling Out Forms by Hand Go Paperless by Automating Your Key Document Processes
- 2. Your Presenters Richard Schoen Director of Document Management Technologies Greg Schmidt Senior Technical Solutions Consultant 2
- 3. Agenda • HelpSystems overview • Top problems solved by paperless forms • WebForms overview • Demo • Q&A
- 4. HelpSystems Family of Brands 4
- 5. Document Management Solution Overview 5
- 6. Forms Management Input Forms—Capturing Data (WebForms) • Turn any paper-based form into an online form • Validate data as it’s entered. No re-keying. • Capture signatures on forms • Merge data with fillable PDFs for pixel perfect output • Store in WebDocs if form needs to be preserved Output Forms—Generating Business Output (iForms) • Generate form document output as PDF, TIFF, Excel, CSV, etc. • Use spool files, text files, XML, and/or database for source data • Create individual documents or document packets • Print, email, and file automatically to network folder, SharePoint, or WebDocs iFormsWebForms
- 7. Problem: Filling Out Paper Forms Typical manual form filling process: • Fill out forms by hand • Manually file or scan forms • Re-key data to systems • Possibly re-key to more than one system • Time-consuming • Inefficient
- 8. Problem: Form Accuracy and Validation Typical manual form validation process: • User completes form by hand • Form is manually reviewed • Did the end user fill in all required forms? • Is data entry valid? • Do all of the columns add up? • Were all errors caught while filling out the form?
- 9. Problem: Forms Need To Be Approved Typical manual approval process: • Fill out forms by hand • Walk to each approver’s office or email individual approvers • Each approver signs document • Document gets filed or scanned • Product is ordered, time-off requested, expense report approved, etc.
- 10. Problem: Where Does The Form Data Go? Typical manual form data entry process: • Fill out forms by hand • Email or send paper form to department • Department may print paper for keying • Possibly one or more business systems need data entry • Keying errors may occur • If data is not keyed into system, it’s not actionable
- 11. Problem: Filing the Forms Typical manual form filing process: • Fill out forms by hand • Document is printed and maybe scanned • Document is filed into filing cabinet • Forms might be lost when removed from storage • Storage takes up valuable real-estate • Takes time to retrieve documents when needed
- 12. What are Paperless Forms? Paperless forms are forms that can: • Be filled out via a web browser • Validate data entry • Integrate to back-end system databases and apps • Capture electronic signatures • Create pixel-perfect output as PDF or for printing • Be automatically filed
- 13. What is WebForms? • Software for capturing form data via any web browser • Any paper form can be turned into an online form • Data can be read from or written to any database • Data can be output to fillable PDF forms as needed • Forms managed using WebDocs Forms Management • Supports electronic signatures and authentication • Supports IBM i and Windows platforms
- 14. Form Capture Scenarios Typical form capture scenarios • Use a web form to capture data and update a database • Pre-populate form and send out URL links to complete form • Pre-populate form with data based on an order, invoice, work order, or job number, and then complete form • Fill out new form, such as a business application, where data is simply captured and routed to the appropriate person • Fill out new form and store in WebDocs for form management and version control • Pre-populate and store new form in a temporary directory on the WebForms server where it can be opened, completed, and submitted
- 15. Devices That Can Use WebForms • Windows desktop, laptop, or tablet • Linux or Mac desktop, laptop, or tablet • iOS device (iPhone or iPad) • Android device (phones, tablets) • Windows 7, 8, or 10 devices
- 16. Customer Stories CustomerStory Illinois Fair Plan • Not-for-profit insurance association that provides basic and affordable property insurance to residents of Illinois • Uses WebForms for: – Complex insurance forms and applications Kimray • Manufacturer of control equipment used extensively in oil and gas production in North America and around the globe • Uses WebForms for: – HR onboarding and creation of HR documents
- 17. Demo Time
- 18. Questions and Answers Please enter your questions in the chat log.
- 19. Thank You for Attending 19 For More Information: 2016 HelpSystems User Conference http://www.helpsystems.com/shiftit Website: http://www.helpsystems.com/rjs Telephone: Sales: 800-328-1000 Support: +1 952-933-0609 Technical Experts: richard.schoen@helpsystems.com greg.schmidt@helpsystems.com
Hinweis der Redaktion
- Good Morning Everyone and welcome to our live webinar. Today is Tuesday December 15th. I’m Richard Schoen coming to you from our offices in Eden Prairie MN where Winter has finally graced us with some snow. I’ll be the moderator today for our webinar titled: 5 Reasons to Stop Filling Out Forms by Hand This webinar will provide answers to some of the top problems companies face with paper based forms and will hopefully get you thinking about ways to streamline data capture in your company. We have lots of important information to cover today so let’s get started.
- As I mentioned I am Richard Schoen, Director of Document Management Technologies at HelpSystems. I am part of the technical solutions group at HelpSystems bringing topics like this to our customers and prospective customers. I have over 27 years of background with IBMi, Windows and Linux platforms and managing and delivering forms and documents. My co-presenter today is Greg Schmidt. Good morning Greg……….why don’t you introduce your self and tell us a little about your role here at HelpSystems.
- Our agenda today will be short, but will hopefully provide a good introduction to paperless forms We’ll provide a short introduction to HelpSystems and our WebDocs document management solutions. Then we’ll talk about the top problems companies face when using paper based forms. Then we will provide a short demo of our WebForms software which is designed for creating paperless forms. And we will end with a few minutes of Q&A. Feel free to enter your questions in the chat window as we go and we’ll address them towards the end of the webinar. Select “All Presenters” so the questions are directed to me and Greg. We’ll also plan to complete our session in 30-40 minutes so you have plenty of time to make your next important meeting.
- HelpSystems has been in business for over 32 years providing system management, business intelligence and security solutions for IBMi, Windows, Linux and AIX platforms. The RJS document management products joined the HelpSystems product portfolio in 2014. The RJS document management products focus on helping companies implement paperless process to capture, manage, deliver and secure their critical documents. Our WebDocs family of products help companies go paperless by providing several key document management components. If you’re planning to implement paperless process in any of your departments, chances are we have a solution to help. ---------------------------------------------------- Our WebDocs family of products help companies go paperless by providing several key document management components such as: -Document scanning to capture paper documents such as AP invoices -Electronic Business Form Output generation software which can be used to generate documents such as invoices, purchase orders, statements, checks and more. -WebForms, our web based data capture software allows companies to capture data at the source of entry and eliminate re-keying of information. (Used often in AP, HR and other departments looking to turn paper forms into actionable data.) -SignHere Electronic Signature Capture – Capturing signatures on business documents such as invoices, receipts, proofs of delivery and bills of lading without printing. -DeliverNow Automated Report and Document Bursting and Delivery. If you’re planning to implement paperless process in any of your departments, chances are we have a solution.
- Now for a short introduction to our document management solutions. This slide shows the core functions of our WebDocs solution set. Our solution covers 3 core areas Document management – This focuses around capturing and managing scanned paper documents, electronic reports from IBMi and other systems, manufacturing drawings, email, inbound faxes and other electronic documents such as photos, videos and more. We can manage any document that can be created in a PC format. Process management – Webdocs contains a built-in document routing system to provide the ability to electronically route documents to the right people for review and approval as well as capture electronic signatures on the documents. Signatures can be captured via our SignHere desktop software or using web based forms that can be sent out internally or via the internet. Forms management – Forms management covers two different but important areas. Output forms – generating high quality business output documents such as invoices, purchase orders, statements, bills of lading, checks and more to reduce paper usage. Input forms – We can take any paper based form and turn it into an online version where data can be captured or we can simply generate online data driven forms. This is a great way to eliminate paper forms and capture data right away without re-keying.
- Forms management as a term can bring two concepts to mind. Input Forms and capturing data Output forms and generation of electronic document output
- Many companies are still mired in paper forms. Users often still fill out forms by hand. (Business applications, HR forms, vendor onboarding, equipment inspections and more.) Form paperwork is then manually filed or possibly scanned and stored in a network folder. Then someone most likely re-keys data to the appropriate business systems. Data is possibly entered into more than one system. (I know one business that keys timecard data in to two distinct systems for HR and payroll.) This process is very time consuming and inefficient. Every paper form that gets filled out can be seen as an opportunity to implement a paperless process. I find myself questioning paper forms all the time now when I fill out paperwork. In your own organizations you can start looking at every piece of paper that gets filled out in the company as a possible opportunity for a paperless form once you start looking at them as mini business processes.
- How often do completed forms need to be checked and then re-checked for accuracy before data is entered into a system ? Wouldn’t it be nice if there was a way to be able to make sure all the data captured on paper was correct. This is a typical form filling process with most paper forms. A person fills out the paper form by hand and turns it in or hands it to someone else to double check. The Form is manually reviewed and then maybe scanned for additional review or placed into a mailbox on in-basket for an approver to review. The approver reviews the form for accuracy to determine if the end user filled in all required form info. There there’s the question about whether all the data entry is valid. Do all the columns add up? Were all errors caught while filling out the form? Were all the mandatory fields entered ? Attempting to manually validate a form for accuracy is very time consuming and the possibility of making mistakes when entering the data to a business system a second or third time is very high. Also the number of times that form may need to be corrected can be very time consuming. Then again there’s the re-keying process.
- Often when a form is completed it need to be approved by one or more approvers before a decision or action can be completed can be made. Many times the approvers are out of office, working in from a remote location or on vacation. The typical process looks like this: Employee, vendor or customer fills out forms by hand Walks to each approvers office or scans and emails form to each person. Each approver signs document or sends back an electronic reply via email which is then printed and maybe filed in an email folder or even re-scanned. The documents then get filed or scanned if the company happens to have a document management system or Sharepoint. Product is ordered, time-off request or expense report approved, etc. If this is a purchase it’s possible there is no requisition or purchase order to match against because Non-PO items are usually purchased verbally or physically by someone going out and purchasing product and then submitting an invoice or receipt. With manual approvals, typically there are little or no system controls or auditing steps in place. Manual approval processes are typically repeated many times per day throughout companies. Also the mail system storage continues to grow exponentially when documents are scanned, emailed, filed, repeated over and over……
- When a form is completed, the data needs to go somewhere. Sometimes it stays on the paper and gets filed, sometimes the data is entered into one or more business systems. Chances are there is lots of extra data entry happening because of the many paper based forms companies use. The typical manual data entry process goes something like this: A form gets filled out hand Once again the email or send paper form is sent around for approvals and then to the appropriate department for data entry The department may print paper for keying and then file or scan or place in a saved email folder. Then someone keys in the form data to one or more corresponding business systems Again keying validation errors can happen If data is not keyed into some system, it’s never actionable for decision making, reporting or KPI metrics.
- Filing seems like such as simple task and it is for the most part. But consider it can take anywhere from 30-90 minutes to research a phone request from a vendor, employee or customer if all relevant documents are filed in paper filing cabinets. I have seen scenarios where documents have been filed in large file rooms, hallways in a manufacturing plant, barns and large metal shipping containers to free up real-estate. A typical customer service request might go like this in a paper scenario. Customer calls in: I have a question about my account. OK, I will have to go find the paperwork and call you back. An hour later after several minutes of searching and retrieval and photocopying the customer gets a call back and they are out to lunch Then the pile of paper is stacked on the service agents desk and they are at lunch when the next call comes in. And so it goes……. If all the paperwork had been filed electronically the customer service exchange might have gone like this: A customer request comes in. The rep says. Just a moment while I locate your paperwork. The question is answered in less than 5 minutes. And in some cases the vendor customer can answer their own question if the company has a self service portal. That’s a significant time ROI waiting to happen. Every company has opportunity to gain meaningful service opportunity with paperless form technology by looking at ways to turn their paper based forms in to useful information.
- This brings us to the definition of paperless forms technology Paperless forms are forms that can: Be filled out via a web browser, PC tablet or mobile device Where data can be validated as it’s entered for accuracy and completeness. Required fields and value ranges can be enforced. DB lookups and pulldowns can be used to select data from a database as well as validate its correctness. Integrated into back end database and application systems so once data is entered it’s usable and actionable without re-entering to another system. This is the biggest reason to move to paperless forms. If you have a project where you’re planning to scan and store documents that gets rid of the paper, but doesn’t make the data actionable and usable right away. Paperless forms can provide that return right away. Can capture data that you’re net even sure you need yet. Any item captured on to a paperless form can be turned into useful data later. Even though a form field or check box may not have a business placeholder yet, the data can be captured immediately and re-purposed later for KPI and metrics reporting and analysis. (Customer service effectiveness, happiness with service and other survey points.) Utilized to capture electronic signatures and approvals Paperless forms need to be able to capture electronic signatures to provide appropriate approvals and audit controls. Create pixel perfect output as PDF or for printing if the online form version doesn’t look like the needed pixel perfect government or other output form. Be automatically filed for easy retrieval
- WebForms is our answer to paperless forms. WebForms is Web-based software for capturing form data via any web browser Any paper form can be turned into an online form. Data can be read from or written to any database. SQL Server, Oracle, MySQL, Postgres, DB2 and others. WebForm data can be output to PDF fillable forms as needed. User can fill out a form and we can capture into a pre-defined fillable form template. Forms can be managed using WebDocs Forms Management. Forms that need changes or adjustments made to them or need to be routed for approval processing are stored in our WebDocs forms management software. Forms are version controlled. when stored in our WebDocs Forms Management software so all changes are audited. Supports electronic signatures and authentication Forms can be signed via Topaz signature devices or any touch screen tablet or monitor. Supports IBM i and Windows platforms Forms data can be stored on or integrated to IBMi, Windows and other platforms as needed.
- Use a web form to capture data entry and enter or update info to a database. This would be the typical scenario when a web form is utilized to front-end a database rather than capturing a managed document. Pre-populate form and send out URL links to complete form. (These are called Personal URLs or PURLS) Example: Send out a link to a new employee to complete paperwork at home with spouse and then submit the forms. On start day paperwork can be completed and all I9, W4 and other paperwork can be automatically created. Pre-populate form with data based on an order, invoice, work order or job number and then complete form. Example: This is a nice way to be able to send out a form via browser or on a mobile device or to pre-populate a service order or service ticket so it can be completed in the field and then submitted. Fill out new form such as a purchase request or business application form where data is simply captured and routed to the appropriate person. Fill out new form and store in WebDocs for form management and version control. Example: employee paperwork or ap inv coding. All changes are captured and audited. New form can be pre-populated and stored in a temporary directory on the WebForm server so it can be opened, completed and submitted later. Example: Timecard. At beginning of week a timecard can be started and stored on the form server until end of pay period when it gets submitted. This can also get combined with the personal URL support to send out a secure, personalized URL link to the timecard as well.
- Windows desktop, laptop or tablet Linux or Mac desktop, laptop or tablet iOS device including iPhone or iPad Android device including phones or tablets Winbook and other vendors now offer full Windows 8.1 and 10 tablets from 7” at $59 to 10” ~$179-199. And Microsoft has the new surface devices for around $500. The device landscape is always changing so contact us before selecting devices for your paperless forms project.
- Illinois Fair Plan Not-for-profit insurance association that provide basic and affordable property insurance to residents of Illinois Uses WebForms for: Complex insurance application form. Users fill out application form and data is stored in WebDocs and extracted to Cobol based insurance system. Kimray Manufacturer of control equipment used extensively in oil and gas production in North America and around the globe. Uses WebForms for: HR onboarding, creation of HR documents. They use Optimum Solutions as their HR system.
- Next up Greg is going to a short paperless forms demo so you can see the software in action. Make sure you continue to enter your questions for us to address after Gregs live demo.
- TODO – complete Q&A questions OK, we’ve reached the Q&A section of our webinar. We will try to answer as many questions as we can before the end of the webinar. We can go over the 30-minute mark for those who want to stay and if you need to drop off we’ll be sending out a recording link so you can listen to the webinar again or share with your team. Polling Questions: Is your company considering a document or form scanning project this year ? Is your planning to implement any sort of online paperless forms technology in 2015 ? Does your company have mobile uses that could benefit from online/Mobile forms Technology? ------------------------------------- Is below needed ? TODO – Q&A OK, now we’re going to take time for a little Q&A. We can go over the 30-minute mark for those who want to stay and if you need to drop off we’ll be sending out a recording link so you can listen to the webinar again or share with your team. When entering questions, please remember to Select “All Presenters” so your questions are directed to me and Greg. Where can we get these applications for mobile devices ? For WebDocs, there is a mobile site URL you can specify or your mobile device will auto-direct to the mobile site. Any web form is already mobile capable or can be used from a desktop web browser so there’s nothing special to do other than design your form accordingly. We use Dropbox for capturing signed documents, can we capture our Dropbox documents to WebDocs instead of using Email ? Absolutely we can support any cloud drive solution where documents can be captured from a mobile device. These would include Dropbox, Onedrive, Google Docs, Box.Net and many other scenarios where documents get synced from the mobile device to the cloud and then synced to a server behind the firewall. As soon as WebDocs picks up the documents and captures them, they can also be removed from the cloud drive is desired. Outbound documents (order,invoices) can also be staged for signing by copying to a cloud drive as well instead of using email. This allows any mobile app that can talk to a cloud drive to participate in a smooth document capture process and signing process. If I am using WebDocs to capture scanned documents, can I also capture forms and reports in the same system ? That’s a good question. Since WebDocs allows you to store any type of document, the system can be easily configured so each department and area of the business can store, manage and use their documents securely as needed. This includes, Purchasing, Accounts Payable, Accounts Receivable, Shipping, Order Entry, Customer Services, Human Resources, Manufacturing, Engineering, QA, etc. Each department uses their documents, yet only the people who need to access document for each department have access. We often refer to WebDocs as a Document Management, Forms Management or Report Management solution depending on how a customer is using the software to capture and manage their documents. Is there a way to sync documents to my mobile device for offline use ? We don’t currently have any built-in mobile apps that run natively on a mobile device, but using one of the cloud drive scenarios above in conjunction with our AutoMate Business process automation software or a custom .Net application that uses the WebDocs API you could definitely devise a process to sync documents quickly for use on a mobile device via a cloud drive. We are a service company and sometimes our techs will start a service ticket and not be able to finish before they leave the customer site. How is this handled ? If a service technician starts a new form document, but can’t finish the document they can suspend a form in process with all of its data so that they can complete the rest of the ticket later or their dispatcher or accounting team can complete the ticket. This is a great way to hand off active forms between departments before they are submitted to the document management software. --------------------- You mentioned form version control. Does that mean I can see who made changes to each version of a form ? If a form document is managed within our WebDocs Document Management software, all changes are tracked and stored within the WebDocs repository. This includes an audit of each user that makes changes to a form document. This is great for a signoff audit or check-list where multiple people need to add their signature to the form. A signature can be an automatic IBMi or Active Directory user ID stamp or a physical signature if required. How much training is involved to be able to create a web form ? We typically offer mentor based training and recommend a 3-day class if you’re going to train your internal team on form development. Our services team can also assist in building new form templates and implementing your new processes.
- Thanks for attending our webinar today. We hope you learned some helpful information to allow your company to start thinking about moving towards paperless forms technology. If you have a chance, please visit the IBM i marketplace survey link at the top of this slide and fill out our annual survey. Last year 350 of your IBMi peers completed the survey. Results will be published in early 2016 and will you learn what others are doing in their IBMi environments. Also mark the date for our 2016 user conference titled: ShiftIT which will take place here in Minneapolis from June 20th – 23rd. Go to helpsystems.com/shiftit or reach out to your sales rep and they can provide registration info. We look forward to connecting with you face to face in 2016. And of course if you have any additional questions on our paperless forms technology, feel free to reach out to our sales team, Greg or me and we will be happy to address your questions or provide a more in-depth technical demo. You will also receive a link to this recording so you can share this webinar with those in your company who could not attend today’s session. Again thanks for attending todays webinar. Have a great day and enjoy the rest of your week.