LCS-Forms (www.forms.leon.k12.fl.us)

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An automated forms control process using
Domino.Doc and a web-based program for on-line
forms access a working model
Bill Piotrowski Bill Nimmons Leon District
Schools Tallahassee, FL
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Why this invention

• Significantly reduce our dependence
• on paper forms
• Achieve electronic forms efficiency
• Meet FSS 229.229.555 (2) (b)
• Have friends

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FSS 229.555 (2)(b)

• Copy and insert key statute text here

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LCS-Forms (www.forms.leon.k12.fl.us)

• From this website we plan to
• Significantly reduce our dependence on
  pre-printed forms
• Reduce waste associated with pre-printed forms
• Become the official repository for all forms in
  the District
• Can always find the latest official version of
  a form
• Allow users to quickly access and
  view/download/print any form, any time, from
  anywhere

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LCS-Forms (www.forms.leon.k12.fl.us)

• The website will allow you to search by
• Keyword
• Form name
• Form number
• School/Administrative Site
• Category

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Actual Form Example Here pdf MS Word with
instructions, etc.
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Forms Reports Review Committee Membership

• a representative from ESE
• a school principal
• three bargaining unit representatives and
• staff to the committee from the Student Records
  Forms Department, Leon County Schools

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Forms Review Authorization Process
Problem Issue or Change Requirement
Forms Review Committee
Originator Submits Form
Referee Review
Accepted Form Posting
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What is
What Was

• Initial Form Review Request According to
  Committee Review Meeting Schedule (3-5 times a
  year)

• Form Review On-demand, any time, when needed

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What is
What Was

• Initial Form Review Request According to
  Committee Review Meeting Schedule (3-5 times a
  year)
• Form Feedback and Corrections (1-90 days)

• Form Review On-demand, any time, when needed
• Form Feedback and Corrections (1-30 days)

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What is
What Was

• Initial Form Review Request According to
  Committee Review Meeting Schedule (3-5 times a
  year)
• Form Feedback and Corrections (1-90 days)
• Form Printing Distribution (5-150 days)

• Form Review On-demand, any time, when needed
• Form Feedback and Corrections (1-30 days)
• Form Posting for On-line Distribution (1-2 days)

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What is
What Was

• Initial Form Review Request According to
  Committee Review Meeting Schedule (3-5 times a
  year)
• Form Feedback and Corrections (1-90 days)
• Form Printing Distribution (5-150 days)
• Forms Tracking Updates Monitoring (manual) and
  Revisions (90-120 days)

• Form Review On-demand, any time, when needed
• Form Feedback and Corrections (1-30 days)
• Form Posting for On-line Distribution (1-2 days)
• Forms Version Control, Update Prompts, and
  Revisions (continuous 1-30 days)

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User Responses

• An efficient forms process! (FSS 229.555)
• Meetings minimized!
• Immediate Access for staff and parents.
• Electronic completion e-mail submittal
• Instructions!!!

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Futures

• On-line completion and routing of forms (work
  flow)
• On-line survey data collection (now)
• Tie to FAQ Knowledge Base

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Survey Demo Here

• Explain (bullets maybe)
• Show example
• Show results report

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Thank you!

• Bill Piotrowski or
• Bill Nimmons
• Leon District Schools
• 520 South Appleyard Drive
• Tallahassee, FL 32333
• [phone]
• piotrowskiw_at_leon.k12.fl.us