View
217
Download
1
Category
Preview:
Citation preview
2
Forms Analysis and Design Forms Analysis and Design FundamentalsFundamentals
Forms Analysis and Design Forms Analysis and Design FundamentalsFundamentals
BFMA SeminarBFMA SeminarMinneapolis, MN
Ray H. Killam, CFC, CFSP
3
CreditsCredits
Marvin Jacobs “Forms Design II-The Course For Paper and Electronic Forms”
Carl Brannon, CFSP, CFC
4
FORMFORM
the basic business tool (whether printed or electronic) for collecting and transmitting information,
the catalyst for getting things done, and the record of what was done.
Copyright 1986 - Business Forms Management Association, Inc.
6
DESIGN ANALYSISDESIGN ANALYSIS
in addition to resulting in the design layout, increases productivity by creating a basic business
tool which is self-instructive, encourages cooperative response, provides for easy entry of data, reduces the potential for error, facilitates use of the information, and enhances the organization's image.
Copyright 1986 - Business Forms Management Association, Inc.
7
FORMS MANAGEMENTFORMS MANAGEMENTthe systematic process of increasing productivity and minimizing errors in
information capture, transmission, and recovery through the use of workflow analysis and graphic design techniques;
providing administrative control; reducing procurement, storage, distribution, and use
costs through standardization; and ensuring the adequacy, business as well as legal, of
all historical records.Copyright 1986 - Business Forms Management Association, Inc.
8
METHODMETHOD
the manual or mechanical means by which each operation is performed
– an individual step
9
PROCESSPROCESS
a series of planned steps using those resources needed (humans, equipment and software) to execute recurring operations uniformly and consistently
– several combined steps
10
SYSTEMSYSTEM
the people, facilities, equipment, information, forms and other resources required to complete a major phase of administrative work
– a whole flight of stairs
11
Why do people use forms?Why do people use forms?
to keep an organized record of the work they perform while doing their jobs
to communicate to others – new information and ideas – status of accomplishments-to-date
to be able to recover information about work that has already been completed
12
Where do form requests originate?
Where do form requests originate?
new requirements and/or revisions areas within the organization requiring
assistance to realize potential savings and/or to increased efficiency
areas where problems are known to exist regularly scheduled operational form
reviews
13
Why not just let the user draw up the form the way
s/he wants it?
Why not just let the user draw up the form the way
s/he wants it?
They are too likely to violate one of the Cardinal Principals:
Forms must be easy to WRITEWRITE Forms must be easy to READREAD Forms must appear easy to USEUSE
15
Why apply the ANALYSIS PROCESSANALYSIS PROCESS
to form systems?
Why apply the ANALYSIS PROCESSANALYSIS PROCESS
to form systems?
Because without analysis . . . the use of the form cannot be simplified the data integrity cannot be improved,
and the business process has little chance of
becoming more effective
16
The Components of the Analysis Process
The Components of the Analysis Process
Plan the project thoroughly Set clear project objectives and scope Define both resources and opportunities Conduct study and propose solutions Implement and test the best solution Measure success against objectives
17
Fact Gathering Tools and Techniques
Fact Gathering Tools and Techniques
Current systemdocumentation
Observation Interviews Work measurement Benchmarks Flow charts
18
IdentifyAlternative Solutions
IdentifyAlternative Solutions
Consider, as appropriate: Research resources Potential approaches Decision tables Brainstorming techniques
19
Review: Components of the Analysis Process
Review: Components of the Analysis Process
Thorough project plan Clear objectives & scope Definition of resources and opportunities The system & process studies themselves Proposed solutions / alternatives Documentation / testing / implementation Objective success measurement
21
Develop the Recommendations
Develop the Recommendations
Target the audience Select the right approach
– Inductive (particular to general)
vs.– Deductive (general to particular)– Style and content of the final
document or oral presentation
22
Make the PresentationMake the Presentation
Audience evaluation– Who's Who?
Environment control– Lights & Temperature
Choreography– Who sits where?
Visual aids / Media– Multi-media needed?
Format and Style– Formal or informal?
Handouts– When to distribute?
Length of presentation– rigor mortis of the rump
Delivery Techniques– One / many presenters
23
System Implementation Issues
System Implementation Issues
Working with the users Assuming system ownership Establishing authority Assigning responsibility Motivating enthusiasm for change
24
Document the ResultsDocument the Results
Procedure writing
Media selection
Style of presentation
Clarity of style
25
Evaluate the SystemEvaluate the System
Developing criteria Establishing
benchmarks Monitoring
techniques Evaluating
performance
26
The ANALYSIS PROCESS ANALYSIS PROCESS should complement the
Design Process
The ANALYSIS PROCESS ANALYSIS PROCESS should complement the
Design Process
Documents the results of the studies Helps implement the new system Integrates with other (existing) systems Evaluates the new system effectiveness
27
Elements of effectiveForms Design?
Elements of effectiveForms Design?
Standards / design conventions Descriptive title and form number Appropriate instructions / help screens Intuitive data element sequencing Use of plain language Recognition of the power of white space Use of color, but only when advantageous
28
Other Design ConsiderationsOther Design Considerations
Instructions Rule weights Font selection Zoning Graphics and logos Imformation
suppression
Use environment Data entry Copy
distribution Data recovery Post-processing Files / archives
29
Standards vs. ConventionsStandards vs. ConventionsSTANDARDS: Size
– Press limitations– Filing considerations
Materials– Availability– Cost
Bindery features Packaging
CONVENTIONS: Corporate styles
– Logo usage– Font selection
Design preferences– Title placement– Form numbering
Vocabulary selection Use of white space
30
Forms Design PrinciplesForms Design Principles
The form must be designed to be an efficient information systems tool.
The form design should be as simple as possible to avoid detracting from the more important fill-in data.
The form items must be grouped into logically sequenced zones.
31
Forms Design PrinciplesForms Design Principles
The spacing of form items must be compatible with the method of fill-in.
The forms design style must promote efficiency for both fill-in and processing operations.
The form’s appearance must create favorable responses from the users and readers.
32
Basic Form ZonesBasic Form Zones
Identification Zone Instructions Zone Introduction Zone Body Zone Closing Zone
33
Plain LanguagePlain Language
Use simple, everyday words Eliminate unnecessary words Use reasonably short sentences break text into manageable pieces Use personal pronouns Avoid, or at least explain, technical terms
34
Review: Components of the Design Process
Review: Components of the Design Process
Standards / design conventions Descriptive title and form number Appropriate instructions / help screens Intuitive data element sequencing Use of plain language Recognition of the power of white space Use of color, but only when advantageous
36
How does one determine whether a form should be PaperPaper or ElectronicElectronic?
. . . or both?
How does one determine whether a form should be PaperPaper or ElectronicElectronic?
. . . or both?
37
There are Similarities and there are DifferencesThere are Similarities
and there are Differences
Paper Forms– Materials– Manufacturing
techniques– Storage & Distribution– Filing & Archiving– Version Control
Electronic Forms– Platform– Access– Interfaces– Routing– Storage & Archiving– Version Control
38
What impact will AUTOMATIONAUTOMATION have on a form?
What impact will AUTOMATIONAUTOMATION have on a form?
Need Usage Interfaces Effectiveness
Distribution Filing Archiving Legal Issues
39
Analysis for Electronic Forms
Analysis for Electronic Forms
Same basics as for paper forms Additional considerations:
– computer platform(s)– network configuration– interface to other system(s)– routing requirements– printer(s)
40
Design for Electronic Forms
Design for Electronic Forms
User comfort level Graphic standards Color Screen resolution Information
availability Help screens
Information suppression
Database interface File size Printer constraints E-mail access Security
41
ReviewReview:: Electronic Forms analysis & design DifferencesReviewReview:: Electronic Forms
analysis & design Differences Same analysis considerations as for
paper forms, but with additional issues– users / software– equipment / networks
Same design considerations as for paper forms, but with additional issues– user comfort levels – expanded visual effects possible
42
COMING ATTRACTIONS COMING ATTRACTIONS . . .. . .
COMING ATTRACTIONS COMING ATTRACTIONS . . .. . .
Ray Killam, CFC, CFSP will address
Advanced Forms Design Considerations
immediately following the break.
Recommended