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E-form Design Services
E-forms are designed by a professional Forms Factory form designer. E-forms are designed and formatted as cleanly and efficiently as possible for the end-user, while ensuring all agency requirements are met. A form is defined is a single sheet of paper that can be one or two-sided. Costs are based on the design complexity of each side of the e-form.
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Adobe LiveCycle Reader Extensions Services
Reader Extensions enable functions already within the Adobe Reader, allowing someone using the form to fill in, annotate, sign, submit and save PDF documents. This allows for streamlined collaboration for document reviews, automation of data validation and capture, the ability to complete and submit e-forms online or offline, and enhanced security through digital signatures.
If an agency chooses to use this service and to do e-form development on their own, the agency will submit developed or modified e-forms to the Forms Factory Help Desk to have the e-form "reader extended." The e-form will be "reader extended" at no additional cost.
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Adobe LiveCycle 2-D Bar Code Services
Adobe LiveCycle bar-coded e-forms automate the capture of user-supplied data from fill-and-print e-forms using proven 2-D barcode technology. When the barcode is successfully scanned, data is extracted with 100 percent accuracy and made available to core enterprise applications. The use of 2-D barcodes on forms allows for the form to be physically signed and mailed to the agency.
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Embedded Field Customization Services
Validations: E-forms can be developed to contain field validations to ensure that data entered into the e-form field is entered with the correct data type and format. For example, a phone number field on an e-form can be set to only accept input in the following format: (999) 999-9999.
Calculations: E-forms can contain embedded field calculations to ensure that calculated data is correct per defined business rules. For example, the result of the number of miles traveled using a personal vehicle multiplied by the standard per mile rate can be calculated and placed into the appropriate field.
Custom Programming: E-forms can be developed to contain embedded custom programming. For example, the e-form can be programmed to dynamically show or hide relevant information based on options selected within the e-form. This may be used to consolidate multiple forms into a single form. Custom programming includes any e-form customization that cannot be accomplished through standard form configuration tools.
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E-form Localization Services
E-forms can be "localized" into different languages to assist in communicating with the diverse State of Oregon population. Initial localization languages will be Spanish and Russian. Additional languages will be added based on agency requirements. These languages may include, but are not limited to Korean, French, Cambodian and Cantonese. All e-forms will be designed using English. If an agency chooses e-form localization, additional language versions of the e-form will be created. For example if an agency chooses to have an e-form localized in Spanish and Russian, the agency will receive three e-forms, one each in English, Spanish and Russian. The agency will only be charged the e-form localization service fee for the two additional e-forms. Ongoing maintenance fees are not charged for additional localized versions of e-forms.
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Enable E-form Data Extraction Services
Agencies may choose to have e-forms submitted electronically to Forms Factory for extraction of data and the e-form image. The data can be extracted from the e-form in the form of tabular text, Excel Spreadsheet, XML, or a custom format based on agency requirements. In addition, an image of the e-form and associated data may be extracted into a flattened PDF document. The agency can choose one of three options to receive, or have access to, the e-form data and form image.
Agency FTP server: Agencies have the e-form data and image transferred to an agency FTP server. Forms Factory will coordinate with agency technical and security staff to enable secure transmittal of e-form data and PDF images to the agency.
Forms Factory FTP Server: Agencies have the e-form data and image placed on the Forms Factory Secure FTP Server. The agency will be responsible to retrieve the e-form data and PDF image from the Forms Factory Secure FTP Server for their use.
Direct insertion to database: Agency and Forms Factory develop a custom XML data stream connected directly to an agency database. When a form is processed, the resulting formatted data will be transferred to the agency. This can occur in batch or real time.
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Data and Image Extraction Processing Volumes
E-forms designed for data extraction and transmission to either "agency FTP server" or to the "Forms Factory Secure FTP server" will be processed through the secure environment provided by Forms Factory. Agencies will be charged based on a pre-defined peak number of e-form transactions that they will process per month. A single transaction is defined as all of the actions necessary to insert data into or extract data from an e-form during a business transaction. The e-forms can be submitted in any combination as long as the maximum number of e-forms processed by an agency in a month does not exceed the pre-defined volume. If an agency's volume exceeds the level they have selected in any given month, the agency will be upgraded to the next level and billed for the difference.
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Help Desk Support Services
Help Desk standard operating hours are Monday through Friday, 8 a.m. to 5 p.m. Pacific Time. If Help Desk requests are submitted after normal operating hours, a call or email back to the agency will be completed at the start of business on the next business day. 24/7 Help Desk coverage options are available.
The preferred method to report any non-emergency requests is to send an email to the Forms Factory Help Desk at OregonFormsFactory@eds.com. The Help Desk will issue a ticket number for tracking and the agencies can reference this number for checking status.
Secondary method (and for after-hours support) is to contact the E-government Help Desk with the following numbers:
- E-Gov Help Desk (503) 378-2126, 8 a.m. to 5 p.m. Monday thru Friday
- After Hours Support (503) 569-9247 or (503) 269-7071
As support processes mature for the Forms Factory services, the email address and phone numbers above may be changed at the discretion of the E-government program manager. Customers will be notified in advance of any such change.
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