Formserver

Solution characteristics

System for the management of interactive forms offers distribution support, filling and administration of freely extensive set of forms of an institution or business. It widely simplifies the process of data management – dispatch to the institution (the owner of the form), management of version and the support for more people working on more complex forms. The users work in a clear and user-friendly postal environment. In order for this application to work, it is necessary to have a www explorer and application for the actual filling of the form (in case of Adobe platform – generally accessible Adobe® Reader®). This solution offers a great user comfort incl. contextual help and checking calculations. The user can work with the versions of the forms straight on the portal – mainly download and send data to institutions (incl. optional approval procedure – simple workflow). System also offers the definition of user rights based on the principal of role allocation.   

Form Server/Portal is a certification of a solution, which offers a qualified administration, comfortable service and last but not least also an effective data transfer from the forms to further processing. The solution can be adjusted to your needs giving you the option of selecting form technologies (Adobe/Software602).

Mainfunctions of the system

• user management and definition of their permission with regards to the process of form processing,
• full index of templates – templates of forms for authorized users,
• effective management of form templates – administration section,
• the possibility of high-quality form filling on behalf of the form user, incl. control and count of the fields,
• data dispatch into the target storage, with the help of electronic signature,
• reception of send data and their storage for further processing, confirmation of receipt to the sender, alternatively also changes in the state of processing.

Architecture

The basic concept of suggested solution is a constructional modular system realized though logical triple-layer architecture on a platform of an independent application. Application layer is realized based on technologies J2EE/.NET., data layer is realized above ORACLE/MS SQL database.

Solution concept

User environment

The user accesses the system from the web using arbitrary web browser and uses a free application based on the concrete form technology to fill in the used applications. Registration is the condition for using all portal functions (setup of work authorization – role in the system, preset data in forms, etc.).

A list of available forms comes up following the user’s login, which then in details turns into the actual download. The form opens in an application, where individual fields are being filled (checks of the data correctness can be included in the form, automated filling of individual fields, detailed advice, etc.). Subsequently data are put back onto the portal and with the help of the portal are then send to the target institution (the system allows for

Afterwards the data are placed back onto the portal, which then sends them to the targeted institution (the system allows for putting in place an approval process prior to the dispatch). Once dispatched and upon the receipt of confirmation, the form is delivered to the institution. The institutions can then use these documents, display the submission statistics and produce e.g. summaries and statistics (integrated portal functionality).

Administration section

User and Institution management – defines the access rights. Either an automated user registration (open solution), or fully controlled administration with the necessity of the administrator activating the registration (limited registration). An administrator of the whole system can be defined or, alternatively, each institution can have its own administrator (under the supervision of the central administrator). The time-consuming administration can also be made more effective through connection to or import from already existing databases.

Administration of the templates of forms – used to publish forms on the portal. The user-friendly portal can help you publish a template of an adequate design, include the publishing period, submit forms and designate institutions or individuals to these forms. The biggest advantage is the simplified administration mainly for the operator, but also for the portal users – the entire publication process happens electronically, without any further financial cost and provides a much higher work comfort than the paper forms.

System advantages

• benefits for the user (customers, citizens) – fully electronic submission, possibility of sharing forms with other users, control of filled data, automatic pre-fill, automated computations, advanced help, the option of running both the electronic and “paper” versions,
• benefits for the supplier – easy administration and publication of forms, fully automated collection and the option of using the documents without having to rewrite them into an electronic form, reduce the
• benefits for the operator – easy administration and forms publication, full automated data collection and the possibility of further processing with having to transfer it into an electric form, reduction in error rate, the possibility to produce and amend forms without additional help needed.

References

• CzechTrade/MPO (BusinessInfo.cz),
• Institute of medical information and statistics (Ústav zdravotnických informací a statistiky),
• Czech telecommunications institute (Český telekomunikační úřad),
• Czech Chamber of Commerce (Hospodářská komora ČR),
• PragueCity Hall (Magistrát hl. města Prahy - in process).

FormServer

Implementation of solution

Implementation takes place in accordance with ISO 9001 norm and the methodology of project management. The implementation is carried out solely by Telefónica O2 Business Solutions. The first stage is the executive project incl. design proposal, followed by requested amendments, installation, tests, training and acceptance.