LincDoc Solutions - eForms for Laserfiche Darren Mathis, CEO, LincWare, LLC
Nov 11, 2014
LincDoc Solutions - eForms for Laserfiche
Darren Mathis, CEO, LincWare, LLC
Is this you?
“We have HUNDREDS
of forms”
Examples - City Websites
Boston - 44
Cleveland - 53
Milwaukie - 58
Rochester - 31
Step 2 – Cities need to enable web completion & submissionStep 1- Cities made forms (PDF) & instructions available websites
Forms & Publications
Des Moines - 48
City Dallas – 100+ City Oklahoma – 30+
City of Los Angles – 57+
City of Greensboro - 46
Forms SoupAmusement and Gaming Device LicensesBingo/Gaming/Racing/WageringBlock PartiesDog License InformationFestival/Carnival/Event ApplicationFOIL ApplicationMarriage License InformationMarriage Research ApplicationNotice of ClaimsParades/Runs/WalksPeddlers/Vendors/Solicitors ApplicationSound Amplification ApplicationHandicap PermitsSporting License InformationPassport Application FormPassport Renewal FormPassport Renewal FormSTAR Program Application (Basic) (RP425)STAR Program Application (Enhanced) (RP425)Senior Exemption Application (RP467)Veterans Exemption Application (RP458A)Veterans Exemption Instructions (RP458A-Ins)Cold War Recognition Certificate ApplicationHome Improvement Exemption Application Environmental Protection Overlay District
(EPOD) Development PermitSign Posting Request
Building Permit ApplicationBuilding Permit RequirementsBuilding Permit FeesCode Enforcement Complaint FormCounty HIP Application, Part 1County HIP Application, Part 2Demolition Permit RequirementsTemporary Event Advertising and SignageRental Registry ApplicationRental Registry FeesCE-200 Form (apply online only)Alarm PermitsFlag Donation or Discard FormJuly 4 Arts and Crafts Show ApplicationJuly 4 10K and 2K Race Entry ApplicationJuly 4 New Food Vendor QuestionnaireJuly 4 New Commercial Vendor QuestionnaireCemetery RegulationsCemetery Fee ScheduleCamp Eastman Rental ApplicationPark Application for UseCommunity Center Craft Sale Application Home Occupations ApplicationGrievance Application (RP524)Instructions for Filing a Grievance (RP524-Ins)How to File for a Review of Your Assessment – A Guide for Property Owners
Where are you today?
0 = No eForms capability today
1 = Scanned eForms are stored electronically
2 = Paper forms are downloadable from web
3 = eForms can be processed over the web
4 = eForms guide the user for valid data entry
5 = eForms meet 4 and are integrated with LF
Problems with Paper-based Forms• Time consuming
• Labor intensive
• Data entry Issues
• Version control
• Trapped data
“We have HUNDREDS of forms”.
“We spend majority of time correcting forms or ensuring all appropriate fields are completed”.
eForm Solution – Ideal State – 3e’seasy – Person Completing Form
effective – Form Data Collectionefficient – Form Processing
• Access• Complete• Conduct Business
• All the “appropriate” fields completed• Fields completed correctlyw/text, and/or numbers, & allnumbers,• Minimal form rework by people /staff who receive it.
• Routing and approval process• Placing eForms in a Doc Mgnt system• Integrating form data in Doc Mgnt system for later use.
OrganizationForm Originator
John Doe123 East MainNowhere, ON, 23214
Paper formReceive Prepare Scan OCR/Fix
Errors
Scanning documentsData entry errorsException processingManual indexingLost documents
Archive
HandDeliver
Locating DocumentFilling out documentsValidating documentsCorrecting documentsCollecting Fee Routing documents
Extensive Labor Costs
Handwritten forms
Internet
Constituent Confusion?
What are the costs?Customer Workshop – Cities Western, NY
Permit Application:
• 20 per day or 400 per month (Average)
• Steps for processing – Form Life Cycle– Locate paper form ? minutes– Fill out “ “– Validate/Correct “ “– Calculate and/or processed payment ? minutes– Printing “ “– Internal routing & approvals “ “– Tracking ? minutes– Final Input into Laserfiche
Total Time?
• 20 minutes per form
• Fully loaded labor rate of $30.00/hr
Total cost - 400 permits in a single Month?
$3,482.00/month $41,784/year
Enter…
InternetLincDoc
Dave Jones
68 West Ave
Pittsford
NY
14566
Confusion Reviewed
1 Question drives it all!
Confusion Eliminated!
LincDoc Web Interface
End UserCompletion Support
• Pull Down Menus
• Calendars
• Field Help
LincDoc Web Interface
End UserCompletion Support
• Identifies & Highlights Areas That Must Be Completed
Required Fields
LincDoc Web Interface Data – Added To Form
Completed Form• Emailed to Originator
• Emailed To Approver
• Sent To File Location
• Copy Sent To Laserfiche
Document – Added To Laserfiche w/ Template Data
Travel & Expense Form
LincDoc eForm Solution – Ideal State – 3e’seasy – Person Completing Form
effective – Form Data Collectionefficient – Form Processing
• Access• Complete• Conduct Business
• All the “appropriate” fields completed• Fields completed correctlyw/text, and/or numbers, & allnumbers,• Minimal form rework by people /staff who receive it.
• Routing and approval process• Placing eForms in Laserfiche• Integrating form data in Laserfiche for later use.
0,1,2,3
4,5
• Time consuming• Incomplete forms• Data locked in
paper• No integration with
Laserfiche
• No touch forms• Validated forms• Access to data• Full integration with LF
Next Steps
Identify Form For Consideration
Biggest Headache Form? … Why?
• Number of forms processed?
• Employee process time?
• Number of fields in form?
• Form initiation (Constituent or Employee)?
• Need for integration with other data?
• Routing & approval process?
• Complexity of form? (difficulty of information, errors, etc.)
• Urgency to input into Laserfiche?
• Due to … another reason?
Signatures
Signature - Solutions
Click Wrap
Electronic
A party simply clicks an "I accept," "I agree," or similar icon to signal acceptance of the terms in the click-wrap agreement.
A electronic symbol (e.g., a graphic representation of a person signature in JPEG file), attached to or logically associated with a record, with the intent to sign the record.
Takes the concept of traditional paper-based signing and turns it into an electronic "fingerprint.” This "fingerprint,” or coded message, is unique to both the document and the signer and binds both of them together. (Standard Electronic Signatures)
Digital
Electronic Digitized handwritten signatures are captured with special pen-and-tablet systems that converta user’s signature accurately into pen events or a summary image.
Cost & Security
Signature - Requirements
Needs / Wants
Process, Codes, Laws
Organizations / departments have needs and requirements based on individual situations.
Organizations most comply with long standing process & procedures, city, county, state and federal codes, mandates, and/or laws.
Organizations have to consider the financials associated with implementation of expensive solutions for the type of documents involved.
$ Afford $
Security Organizations have security requirements depending on the implications and impact of forged signatures, i.e. financial, judicial, etc.
“We always done it this way”.
Signature – Match Need / Solutions
Match RequirementsWith SolutionsConsidering
------------• Likelihood forged signature• Impact forged signature• Current paper forgery situation
Signature – LincDoc Examples
Click Wrap
Active Directory
Signature – LincDoc Examples