eForms Winner of Silver Award for Government Technology Productivity 2002

1
e-Forms Winner of Silver Award for Government
Technology Productivity 2002

• eThinking July 16th 2002
• Presentation by June Brown Harry
  Varvarigos Information Services Branch
  Department of Human Services

2
Overview

• 1. Department of Human Services, Victoria
• 2. Government Online Program
• 3. e-Forms Approach Delivery
• 4. Key Benefits of e-Forms
• 5. Questions
• The DHS e-Forms project was developed and
  implemented in
• partnership with Groupware Consulting Pty Ltd

3
DHS Key Dimensions

• Department
• Total Staff 10,600
• Divisions 8
• Regions 9
• Budget 7.2 bn
• (1/3rd of
  State budget)
• Funded Sector
• Total Staff over 80,000
• Internet site www.dhs.vic.gov.au
• Information from DHS Annual Report 2000 - 2001

4
DHS Portfolio Areas

• Health
• Aged Care
• Housing
• Community Services
• DisAbility
• DHS Mission
• To enhance and protect the health and well
  being of all Victorians, emphasising vulnerable
  groups and those most in need

5
Information Services Branch

• Manages DHSs corporate information
• services (IS) environment including
• Application Development
• Information, information services
• Technical infrastructure
• IS strategic plans, policies and standards
• Whole of Government directions for DHS
• such as
• - e-Business Strategy
• - Government Online Program
• - eGovernment Strategy

6
Government Online (GOL) Vision

• all appropriate government services and
  information will be available online by
  2001/2002
• Connecting Victoria
• Online Government 2001 From Vision to Reality
  1998

7
GOL ? eGovernment
From Strategy

• Connecting Victoria
• - 1998 Vision
• Multimedia Victoria
• - Delivery of GOL
• - Cabinet Reporting

DHS e-Business Strategy - 1999 DHS Audit -
Support transactional services - Division
Coordinators DHS e-Forms - 2001 Pilot - 2001/2
Implementation eGovernment
2002 improved online services
To Implementation
8
e-Forms Business Background

• DHS Audit identified over 150 forms
• Overall inconsistent forms presentation
• Most were PDF/Word versions or scans of paper
  based forms
• Majority were downloaded, manually completed and
  posted/faxed to DHS
• No end-to-end processing
• Difficulty of version control and implementation

9
e-Forms Project Requirements

• Provide guidelines templates for
• creation of forms
• Develop DHS standards for presentation
• Select suitable pilot forms online
• Pilot end to end process
• online form and submission
• back-end business processing
• Optimise use of current environment
• A coherent and consistent whole of department
  approach to business process and IS environment
  for electronic forms

10
e-Forms Approach Design Requirements

• Guidelines were created for the business process
  required to produce e-Forms including
• Web standards
• Accessibility
• Privacy Statements
• Integration Architecture for end-to-end
  processing

11
e-Forms Approach Business
Requirements

• A Framework Tool was developed to provide
• User driven approach
• Production of online forms
• Use of corporate style sheets
• Reusable components
• Scheduled reviews and ongoing maintenance of
  online forms
• Processing of submitted data

12
e-Forms Implemented

• Aged Care Services
• - Request for Aged Care Publication
• DisAbility Services
• - Disability Publications Order Form
• Housing Community Building
• - Home Renovation Service Inspection Booking
  Form
• - Group Self Build Application Form
• Public Health
• - Immunisation Resource Order Form
• - Vaccine Order Form
• Portfolio Services
• - Freedom of Information Request Form
• Community Care
• - Neighbourhood House IT Evaluation Form
• - Robin Clark Memorial Award Form

13
Request for Aged Care Publication

• Current web page at
• http//www.dhs.vic.gov.au/acmh/aged/publications/
  pubs_a_to_z.htm
• browse, download a publication
• or
• using e-Form, complete and submit
• e-Form order for a publication

14
Request for Aged Care Publication on the
Internet
15
Request for Aged Care Publication e-Form
16
Freedom of Information Request

• Previous web page download PDF only
• Current web page at
• http//www.dhs.vic.gov.au/dhsforms.htm
• e-Form search, complete e-Form,
• submit FOI Request e-Form
• or
• download FOI Request

17
Freedom of Information Request - on the Internet
18
Freedom of Information Request - PDF
DISPLAY PDF
19
Freedom of Information Request e-Form
20
e-Form End-to-End Process
Business Processes (e.g. 5 days)
Technical Processes ( e.g. 1 day)
21
e-Form Creation Process
CREATE / SELECT CORPORATE STYLESHEET e.g. fonts,
logos, links to Privacy Statement
CREATE / SELECT COMMON SECTIONS e.g. name
address, contact information
CREATE FORM e.g. transaction interfaces, Privacy,
web preview

COMPLETE APPROVAL PROCESS Automated email to
approvers
ENABLE LIVE e-FORM Create e-Form URL on DHS Web
Page
22
e-Form Presentation Style
____________ Corporate Visual Style - StyleSheet
____________ Form Standard ____________
Section - Reusable Information
____________ Defined by the Business Unit
- specific per form
_____________ Corporate Standard -
StyleSheet
23
Application Architecture
HSNET - DHS internal computer network
LEI - Lotus Enterprise Integrator, for
data synchronisation and transfer HTTPS -
Client/server communication protocol supporting
SSL SSL - Secure Socket Layer for
encrypting (128 bit) and validating data, as well
as for server authentication DMZ -
DeMilitarized Zone is the network providing an
additional layer of security between the external
network of the Internet and the protected
internal network of DHS called HSNET
24
Minimum Platform Requirements

• Domino 5.0.5
• Lotus Enterprise Integrator 3.1
• Win 32 server (e.g. NT, Windows 2000)
• Internet Explorer 4.0.1
• Netscape Navigator 4.0.7

25
Benefits to DHS
Improved Quality of Information
Standard Technical Infrastructure
Rapid Development Implementation
Streamlined End to End Business Processes
Adherence to Compliance Standards
Easy Implementation of Style Changes
Central Form Management
Consistent Corporate Image
26
Benefits to Citizens
Improved Service Delivery
Cost Savings for Mailing
Consistent Presentation
Online Forms Search
Online Help and Validation
27
Lessons Learned

• The success of our whole-of-Department approach
  was achieved through
• Collaboration across business technical areas
• Review process for continuous improvement
• Pilot approach
• Issues
• In many cases there was no end-to-end processing
• Limited business process re-engineering
• e.g for common activities or centralized
  approach

28
Future e-Forms

• gt 40 forms identified for Public Health Division
  including
• Food Safety Victoria
• - Resource Order Form
• Communicable Diseases
• - Tuberculosis form
• - Notice of Infectious Diseases forms
• Medical Radiation
• - Registration Renewals Payments
• Drugs Poisons
• - Licenses and Permits
• - Applications, Renewals, Notices
• Environmental Health
• - Pesticide Usage Licenses, Renewals Payments

29
Future e-Forms - Continued

• gt 20 forms identified for other Divisions
  including
• Primary Community Health Branch
• - Survey e-forms
• Housing
• - Tenancy Services Request form
• Community Care
• - Specialty Services Systems Referral form
• Disability Services
• - Training Needs Analysis form

30
Future e-Forms - Continued

• gt 15 forms identified for DHS Intranet including
• On-line Problem Registration Forms
• Library Resources Order Forms
• IT User Security Registration Forms
• Corporate Administration Forms e.g.
• Records Management User Request Form
• Printing Services Request Form
• Fleet Management Request Forms
• Regional Administration Forms

31
Looking Forward

• Continue to implement e-Forms across DHS
• For public use on DHS web site
• For DHS intranet for internal forms
• Introduce survey e-Form
• Promote e-Forms across Victorian Government
• Introduce e-Payments facilities (pilot 2002)
• Include PKI technology (future enhancement)

32
e-Forms

• Winner of Silver Award for Government Technology
  Productivity 2002
• Any Questions?
• For further information contact
• june.brown_at_dhs.vic.gov.au
• harry.varvarigos _at_dhs.vic.gov.au