Forms Automation By Benny Lam & Fong Xue Ying, NIE ACIS - PowerPoint PPT Presentation

Restricted Forms Automation By Benny Lam & Fong Xue Ying, NIE ACIS

Restricted Agenda • Enterprise Forms automation • Student Services Forms • Phased approach • Choice of Technology • Area of Improvement • Planning Process • Improvement • The Transformation • Q & A

Restricted Enterprise Forms Automation • Computer system to manage, distribute, complete and process paper based forms • Achieve paperless office – Boost productivity – Save resources – Save space – Information sharing easier – Information more secure – Protect the environment

Restricted Objective of Forms project To improve student’s user 1. experience of submitting request for student administrative matters 2. 120+ student forms to automate 3. Eliminate 17,000 hardcopies per year 4. To improve back office efficiency in handling request

Restricted Phased out approach Phase 1 (Digitize) Phase 2 Phase 3 (Maximize) (Automate) • High impact forms • Streamline of data • Rest of forms • Streamline of process • Choice of software • Outsourced • Design of workflow architecture engine April to Oct Aug to Jan Jan to April 2018 2018 2019

Restricted Choice of Technology Extend Student COTS System and mobile app

Restricted Design points • Scalable unstructured Data storage – JSON in clob rather than structured tables Forms Details • Attachments to be stored as links in Oracle directory rather than blob Attachments • Workflow to be build on top of forms objects Workflow • Access control closely integrate with workflow engine

Restricted High level architecture

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Restricted Area of improvement • Inconvenient submission process • Confidential details that is not required

Restricted Planning Process Streamline Policy Requirements

Restricted Improvement • Easy Access and submission • Control the display of forms • Common layout • Minimum details • Merging of forms • Remove confidential details that is not required

Restricted The Transformation

Restricted Procedure to find forms

Restricted Form Categories

Restricted Layout • 100+ different layout of student’s particulars and details required

Restricted Common Layout

Restricted Original form – International Practicum

Restricted Original form – Semester Exchange

Restricted Remove unnecessary confidential data

Restricted Merge Form and Captured Essential information is captured

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