IBM Lotus® Forms® The Quick, Secured Way to Process Improvement and Paper Use Reduction © 2007, Strategic Focus Market Res...
Value of Electronic Forms <ul><li>Design </li></ul><ul><ul><li>Overcome the need for specialized designers and a wide vari...
Evolution of e-Forms
Development Tools:  SOA and  Portals <ul><li>Portals </li></ul><ul><ul><li>A framework applied across organizational bound...
e-Forms Software Supports SOA <ul><li>Supports Web Services </li></ul><ul><ul><li>Used to provide data to pre-populate for...
E-Forms Combined with Portal Workflow Workflow IBM WebSphere Portal Supports End - to - End  Forms Processes Using IBM Lot...
Two Important e-Form Open Standards <ul><li>XFDL:  Extensible Forms Description Language </li></ul><ul><ul><li>High-level ...
Differentiators:  IBM Lotus Forms and Adobe LiveCycle <ul><li>Processing  Time </li></ul><ul><ul><li>IBM – Transmits using...
IBM Lotus Forms Suite <ul><li>IBM Lotus Forms Designer </li></ul><ul><ul><li>This single development platform, built on th...
IBM Lotus Forms Advantages <ul><li>Design Interface </li></ul><ul><ul><li>A user-friendly design interface with comprehens...
IBM Lotus Forms Value <ul><li>Case studies indicate that IBM Customers particularly value these features:  </li></ul><ul><...
United States Army <ul><li>Profile </li></ul><ul><ul><li>1.4 million personnel, 100,000 different types of forms </li></ul...
Government Contracting Organization <ul><li>Profile </li></ul><ul><ul><li>Provides military forces with quality supplies a...
Oxfordshire County Council, UK <ul><li>Profile </li></ul><ul><ul><li>Provides a range of civic services to the 615,000 cit...
Woodmen of the World <ul><li>Profile </li></ul><ul><ul><li>Insurance company, 800,000 members and almost one million life ...
In Closing <ul><li>IBM Lotus Forms software is a leader in the e-Forms market. </li></ul><ul><li>The technology contained ...
Thank You! <ul><li>White paper </li></ul><ul><ul><li>A copy of the white paper can be downloaded from  www.strategicfocus....
About Strategic Focus <ul><li>Business Strategy Consulting </li></ul><ul><li>20+ years experience in Hands-on Enterprise S...
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IBM Lotus Forms White Paper V3

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This white paper discusses the e-forms technology and the Value Proposition of the IBM Lotus Forms offering relative to its primary rival Adobe LiveCycle.

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IBM Lotus Forms White Paper V3

  1. 1. IBM Lotus® Forms® The Quick, Secured Way to Process Improvement and Paper Use Reduction © 2007, Strategic Focus Market Research, LLC. All rights reserved. Information is based on best available resources.
  2. 2. Value of Electronic Forms <ul><li>Design </li></ul><ul><ul><li>Overcome the need for specialized designers and a wide variety of design tools with a built-in forms design environment supporting IDE and SOA development concepts </li></ul></ul><ul><li>Standards and Security </li></ul><ul><ul><li>Automate maintenance of a “paper trail”, recording and controlling data transmission from step to step within a process, as well as adding digital signature capabilities </li></ul></ul><ul><li>Maintenance Costs </li></ul><ul><ul><li>Reduce inventory costs by providing most recent versions of forms online, including partial forms completion and real-time validation and user help </li></ul></ul><ul><li>Partnering in the Process </li></ul><ul><ul><li>Use form content, both generated and user entered, as a means to guide a business process flow </li></ul></ul>
  3. 3. Evolution of e-Forms
  4. 4. Development Tools: SOA and Portals <ul><li>Portals </li></ul><ul><ul><li>A framework applied across organizational boundaries to bring people, information and processes together at one access point. </li></ul></ul><ul><li>SOA (Service Oriented Architecture) </li></ul><ul><ul><li>A software design and development structure used to loosely associate existing web services, or web services built upon extensions of existing applications, to support business requirements. </li></ul></ul><ul><li>E-Forms support both SOA and Portals </li></ul>
  5. 5. e-Forms Software Supports SOA <ul><li>Supports Web Services </li></ul><ul><ul><li>Used to provide data to pre-populate forms, collect data into forms, and process data collected by forms </li></ul></ul><ul><li>Enables creation of dynamic, rich Web 2.0 e-Forms </li></ul><ul><ul><li>Without expensive and time-consuming programming </li></ul></ul><ul><li>Presents customers with a dynamic, interactive interface </li></ul><ul><ul><li>Real-time field validation and formatting </li></ul></ul><ul><ul><li>Real-time value calculation (updating totals, counts, conditional logic, context-sensitive help text, etc.) </li></ul></ul><ul><ul><li>Real-time personalization, with colors and graphics pertinent to the particular user </li></ul></ul>
  6. 6. E-Forms Combined with Portal Workflow Workflow IBM WebSphere Portal Supports End - to - End Forms Processes Using IBM Lotus Forms Lotus Forms Designer Portal Document Manager Lotus Forms Server WebSphere Portal Extend Customers Customers Employees Employees Fill - out, sign, and submit forms Forms Viewer (XML) plug - in for full fidelity or HTML view option Developers Pixel - perfect forms Developers Pixel - perfect forms Form approval workflow tasks Store and retrieve form templates, as well as completed forms Form template Form template Completed form Completed form Approved form Approved form
  7. 7. Two Important e-Form Open Standards <ul><li>XFDL: Extensible Forms Description Language </li></ul><ul><ul><li>High-level W3C specified computer language that defines a form as a single, stand-alone object using XML elements and attributes. Offers precise control over form layout down to the pixel level, to permit precise replacement of existing business and government forms. Supports inclusion of custom items, options, and external code functions, as well as syntax supporting in-line mathematical and conditional expressions. Multiple digital signatures can be applied to specific sections of a form. IBM's Lotus Forms uses XFDL. </li></ul></ul><ul><li>XForms: XML formatting standard </li></ul><ul><ul><li>Specifies a data processing and transmission model for XML data, along with the user interfaces for the data. Generic enough to be used standalone or with presentation languages to describe a user interface and a set of common data manipulation tasks. IBM is a key driver on the committee working to make this a completed standard, and uses XForms as part of Lotus Forms. </li></ul></ul>
  8. 8. Differentiators: IBM Lotus Forms and Adobe LiveCycle <ul><li>Processing Time </li></ul><ul><ul><li>IBM – Transmits using native XML schemas embedded in each form. No translation required to send or receive. Form sections, subsections, fields all immediately available to build other documents or control process. </li></ul></ul><ul><ul><li>Adobe – Converts XML to its proprietary transmission format, XML Data Package (XDP), paying the price of conversion time at both ends, and creating a dependency upon Adobe servers and APIs. </li></ul></ul><ul><li>Forms Personalization </li></ul><ul><ul><li>IBM – Uses a wizard, based upon business rules and XML schemas, accessible to non-developers. </li></ul></ul><ul><ul><li>Adobe – Dependent upon Adobe’s Reader Extensions, Form Guides, and XDP, or the ability to write code in JavaScript and implement it in HTML. </li></ul></ul><ul><li>Adherence to Standards </li></ul><ul><ul><li>IBM – Supports numerous open standards, particularly XFDL, to easily integrate with portals and back-end systems. </li></ul></ul><ul><ul><li>Adobe – Dependent upon proprietary XDP transmission format. </li></ul></ul>
  9. 9. IBM Lotus Forms Suite <ul><li>IBM Lotus Forms Designer </li></ul><ul><ul><li>This single development platform, built on the Eclipse open framework and the XForms open standard, allows easy integration with the customer's existing systems and other Eclipse-based tools. </li></ul></ul><ul><li>IBM Lotus Forms Viewer </li></ul><ul><ul><li>This tool enables users to quickly and interactively complete forms, personalizing the entry experience, enforcing accurate data entry, and providing entry help on demand. </li></ul></ul><ul><li>IBM Lotus Forms Server </li></ul><ul><ul><li>The Server provides electronic forms to external users from within almost any browser, without requiring the customer to download and install additional plug-ins. </li></ul></ul>
  10. 10. IBM Lotus Forms Advantages <ul><li>Design Interface </li></ul><ul><ul><li>A user-friendly design interface with comprehensive drag-and-drop functionality, form component libraries, composite and subform creation support, business rules support, dynamic layout support, and XML schema support via XFDL. </li></ul></ul><ul><li>Distribution and Access </li></ul><ul><ul><li>Forms access options available through either the Lotus Forms Viewer or HTML, integration with the IBM DB2 Content Manager for forms management, basic workflow, and integration to other IBM products. </li></ul></ul><ul><li>Processing </li></ul><ul><ul><li>Comprehensive online submission support, and validation of schemas, rules, and code. </li></ul></ul><ul><li>Architecture and Platform </li></ul><ul><ul><li>Supports common IT platforms, provides solid XML and Java support, has comprehensive security options, and can scale to support large enterprise deployments. </li></ul></ul>
  11. 11. IBM Lotus Forms Value <ul><li>Case studies indicate that IBM Customers particularly value these features: </li></ul><ul><ul><li>Multi-Approval Workflows with Signature Support – Support for existing business logic and workflows, digital signatures to any level of detail, yet with small file sizes </li></ul></ul><ul><ul><li>Forms Customization – Easy creation of forms with drag and drop components, pre-filled and self-validating </li></ul></ul><ul><ul><li>Streamlined Business Processes – Adherence to XForms provides support for a standard data processing model </li></ul></ul>
  12. 12. United States Army <ul><li>Profile </li></ul><ul><ul><li>1.4 million personnel, 100,000 different types of forms </li></ul></ul><ul><li>Problem </li></ul><ul><ul><li>Needed to control the life-cycle process of organizational information being managed and supported by manual processes and paper-based forms, shifting the focus from the paper to the content being captured and processed </li></ul></ul><ul><li>Solution </li></ul><ul><ul><li>IBM Websphere Portal and Application Server using IBM Lotus Forms, IBM DB2 Content Manager and Database </li></ul></ul><ul><li>Benefits </li></ul><ul><ul><li>Electronic form transmission and signature capability save as much as 60 person hours of paper-handling per form per year, amounting to millions of person-hours saved, with added security, fewer user errors and reduced maintenance costs. </li></ul></ul><ul><ul><li>Process efficiency increased 75%, saving $1.3 Billion per year in administrative costs </li></ul></ul><ul><ul><li>Reduced development and system maintenance costs </li></ul></ul><ul><ul><li>50% of paper generated forms eliminated </li></ul></ul><ul><ul><li>Regulatory compliance established (Government Paperwork Elimination Act) </li></ul></ul>
  13. 13. Government Contracting Organization <ul><li>Profile </li></ul><ul><ul><li>Provides military forces with quality supplies and services </li></ul></ul><ul><ul><li>24,000 personnel </li></ul></ul><ul><li>Problem </li></ul><ul><ul><li>Wanted to create an electronic procurement/workflow system to create, consolidate and provide information about all its procurement related documents, externally and internally </li></ul></ul><ul><li>Solution </li></ul><ul><ul><li>IBM Websphere Portal using IBM Lotus Forms, IBM DB2 Records Manager and Database </li></ul></ul><ul><li>Benefits </li></ul><ul><ul><li>Procurement lifecycle significantly shortened, a 300% increase in process efficiency </li></ul></ul><ul><ul><li>Reduction of legacy applications from 55 to 5, a massive reduction in support costs </li></ul></ul><ul><ul><li>Standardization of forms resulting in 2/3 reduction in form versions and paper inventory, and streamlined new forms creation process </li></ul></ul><ul><ul><li>Support of Enterprise SOA infrastructure, enabling rapid development of new forms and processes </li></ul></ul><ul><ul><li>900% return on investment </li></ul></ul>
  14. 14. Oxfordshire County Council, UK <ul><li>Profile </li></ul><ul><ul><li>Provides a range of civic services to the 615,000 citizens of Oxfordshire </li></ul></ul><ul><ul><li>74 elected county councilors and 19,000 employees </li></ul></ul><ul><ul><li>Manages £500M of public money annually </li></ul></ul><ul><li>Problem </li></ul><ul><ul><li>Needed to create and deploy an electronic social care record solution to combine data sources ranging from paper form entries to information captured by other business applications </li></ul></ul><ul><li>Solution </li></ul><ul><ul><li>Lotus Forms software </li></ul></ul><ul><li>Benefits </li></ul><ul><ul><li>Improved sharing of information, at the same time adding improved recording of who has seen the information, per county regulations </li></ul></ul><ul><ul><li>Built-in validation, ensuring accurate data entry and reduction of staff time otherwise needed to make corrections </li></ul></ul><ul><ul><li>Improved staff productivity and reduced management costs </li></ul></ul><ul><ul><li>Savings of £300,000 per year, a 33% return on investment in just the first year </li></ul></ul>
  15. 15. Woodmen of the World <ul><li>Profile </li></ul><ul><ul><li>Insurance company, 800,000 members and almost one million life insurance and annuity certificates </li></ul></ul><ul><ul><li>$650M in annual premiums </li></ul></ul><ul><li>Problem </li></ul><ul><ul><li>Needed to support a new business process to modernize its field operations, automating form content to respond to the many variations in insurance factors, as well as to the specific formats and content required by the states </li></ul></ul><ul><li>Solution </li></ul><ul><ul><li>IBM Lotus Forms with IBM Lotus Notes Database </li></ul></ul><ul><ul><li>Laptops enabled with both offline and online capabilities </li></ul></ul><ul><li>Benefits </li></ul><ul><ul><li>Addition of online capability reduces time for completion of policy application from weeks to days </li></ul></ul><ul><ul><li>Forms produced compliant with State format, pre-filled with information provided from existing data </li></ul></ul><ul><ul><li>Entry validation/pre-filling reduces errors, freeing agents’ time to develop new business </li></ul></ul><ul><ul><li>Increased productivity, reduced costs and better conformance to regulatory requirements </li></ul></ul>
  16. 16. In Closing <ul><li>IBM Lotus Forms software is a leader in the e-Forms market. </li></ul><ul><li>The technology contained in the Lotus Forms software has been designed from the outset to support Enterprise Portals and Service Oriented Architecture, resulting in: </li></ul><ul><ul><li>Faster application development and delivery </li></ul></ul><ul><ul><li>Improved developer productivity. </li></ul></ul><ul><ul><li>Guaranteed data consistency and availability </li></ul></ul><ul><li>IBM has been a consistent leader in the design and implementation of open standards such as XFDL and XForms, which are built into Lotus Forms software. </li></ul><ul><li>All of these contribute to making IBM Lotus Forms the most respected e-Forms software in the industry. </li></ul>
  17. 17. Thank You! <ul><li>White paper </li></ul><ul><ul><li>A copy of the white paper can be downloaded from www.strategicfocus.com or the IBM web site www.ibm.com </li></ul></ul><ul><li>Additional Information on IBM Lotus Forms </li></ul><ul><ul><li>http://www-306.ibm.com/software/lotus/ </li></ul></ul><ul><li>This project was funded by IBM Corporation </li></ul>
  18. 18. About Strategic Focus <ul><li>Business Strategy Consulting </li></ul><ul><li>20+ years experience in Hands-on Enterprise Software Evaluation by Professional Software Engineers in our own Laboratory </li></ul><ul><li>Market Research </li></ul><ul><ul><li>Phone surveys, customer interviews, etc. </li></ul></ul><ul><li>Marketing Collaterals </li></ul><ul><ul><li>White Papers, TCO/ROI studies, etc. </li></ul></ul><ul><li>Domain Expertise: </li></ul><ul><ul><li>Portals, CRM, ERP, Open Source, Development Tools, BI Tools, SOA, Application Servers, RSS Feed Servers, SOA, J2EE and Database Application Performance Management Tools, Enterprise Application Integration, Web Services, Mobile Solutions and other emerging market segments. </li></ul></ul><ul><li>Contact </li></ul><ul><ul><li>Jay Prakash 408-568-3993, [email_address] </li></ul></ul><ul><li>Website </li></ul><ul><ul><li>www.strategicfocus.com </li></ul></ul>

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