Okay. Good afternoon. As I said, thank you very much for joining us. My name Geoff Lilienfeld. I am RPI’s imaging practicing manager. With us is also Jeff C. from Access. They are the makers of Formatta. In this webinar we are going to focus very heavily on the HR aspect since that’s a very popular module in something that we see a lot of our clients using especially on the Lawson and the PeopleSoft side.
I’ll give you a quick introduction on RPI before I hand things over to Jeff. RPI is a team of about 40 consultants based out of Baltimore. We have 5 consultants that focus on Brainware and 10 on ImageNow. In addition to doing ImageNow, RPI has a strong foundation in Kofax and Brainware as mentioned on the Intelligent Capture side and then also Lawson and PeopleSoft on the ERP side.
RPI has been around for about 15 years and this next slide is going to say we’ve been doing ImageNow for 12, but we’re actually on 13 years now that we’ve hit 2014. In terms of ImageNow licensing we don’t provide any direct access to that. We still work with Perceptive to obtain any licensing for our clients. In terms of Formatta though we do work directly with Access in order to provide that licensing for our clients. That is something that could be purchased through us as well as the Kofax and Brainware licensing.
We are Perceptive’s oldest partner with that 12, now 13 years of ImageNow experience and just to give you guys an idea of what we do we work heavily around the workflow design and in implementation as well as we have developers that specialize in E-Forms and iScripts. Should an E-Form be necessary instead of Access’ solution as well as integrating ImageNow with ERP such as Lawson and PeopleSoft and then in Kofax and Brainware for getting that intelligent capture. One additional service that we offer that’s a little bit different is that we do offer remote administration and that can be done in a manner that’s a small bucket of hours that allows our clients to just have somebody that they can call and we’ll jump in your system and support you however we can.
On the next slide here just a few of our clients from the past that probably needs to be updated. I think this year just in our imaging practice we added about 10 to 15 new clients. With that being said I’ll turn the floor over to Jeff C. from Access.
Great. Thanks Geoff. I hope everyone is doing well today. What I’m going to go through is a few slides just introducing a little bit more about the Formatta electronic forms management solution and then hopefully spend a majority of the time doing a live demonstration of some of the capabilities and then talk a little bit about our connection into the ImageNow content ECM environment as well as how we can push and pull data from a Lawson environment as well.
With that just a quick overview. Formatta really what we like to say about Formatta is that again it’s a form automation solution. But really what it does is it helps to automate business processes by utilizing those forms in an online fashion and the big key here is the data that’s collected on the forms can be shared and utilized with other applications in other people within your organization. Again, we really try and get rid of paper and more everybody to a more paperless based solution and we do that by mimicking the paper form in an online intelligent form. We have the capabilities to very quickly and easily and I hope to maybe demonstrate that of us converting some of your sample forms. Maybe it’s a PDF document or other forms that you use internal to your organization.
We can take those into our designer tool and very quickly turn those into an intelligent form, publish those and make them available online for your users internally and externally to fill those out. Again, as I just mentioned rapid form development depending on the size of the form, the complexity of the form. This can be done in matter of minutes up to several hours. Again, even longer depending on the complexity of that form.
Any form of any audience. What I mean by that is we might be primarily talking about HR internally today so the forms that you might want to create and publish and make available will be made available usually to only those internal employees that can fill those out. However, the same Formatta solution, perhaps a different set of forms can be built and those can be accessed by people outside of your organization. It’s no additional user licenses that you need to have for those folks to gain permissions to fill out those forms.
You could have internal facing forms as well as external or public facing forms and have a variety of different people access and fill those out. Obviously, by doing this all electronically and getting rid of paper out of the process is certainly going to speed and optimize more business practices. As I mentioned the form data integration we have the capabilities to pull data and pre-populate it onto a form through a variety of different means from any external relational database. You can preload information onto a form as well as take the additional information that’s filled out by the user on the form and write that back to external database in applications as well.
The Formatta solution in general can be deployed within days and not months. It’s not a very large technical foot printed solution. I’m not going to get into any of the technology here. Again, if you have a big interest in this going forward you can certain reach out and we can provide that information. But again it’s not that large of a technical footprint, so a rapid deployment is something that we really like to deliver.
Very intuitive to use. Our forms designer is very quick and easy to use as well as administering the Formatta solution and creating the workflows associated with it. It’s a very intuitive interface and from an administrative perspective most of the features are available through an administrator web based console. We have also Access developed a human capital management solution and really what this is, it’s a variety of different HR and more specifically a heavily focused on the onboarding forms. And we’ve pre-built these forms in a generic fashion and the have the same standard look and feel.
They’ve built in some example workflow processes as well and have integrated these forms to an external database to pull data onto the form and write data back out to the form. As you see on the left hand side here a variety of different internal HR processes can be optimized by utilizing the Formatta solution and specifically a lot of the forms that you would also in this purchasable HCM offering. Here’s just an example of just some of the forms that you would get out of the box with the Formatta HCM forms library. Again, example workflows and example data integration to and from external applications is also part of this solution. And certainly any of these forms can be modified and tweaked and additional forms as well to support your process can be added to the HCM forms library making it a very comprehensive solution to meet your needs.
We have a Formatta connector into Perceptive Software’s Content (formally ImageNow) and with that it’s a very easy interface between Formatta and ImageNow. You have the ability to send the final form image. It could be a JPEG, it could be a TIFF format. You would be able to index that image into whatever index values or index scheme that you use within ImageNow. We also support the ability to populate custom properties within ImageNow, so any field on the form can be mapped to an index value as well as to any number of custom property values you might have enabled as well.
You can have attachments within a Formatta environment. You can attach supporting documents. For example, in the demonstration you’ll see is I’m going to capture or attaching a copy of a voted check as I fill out a direct deposit form. Well that check image will also be submitted over into ImageNow along with any other attachments you might want to add to the Formatta form. And certainly by submitting the form and pushing all this information into ImageNow you can have it automatically trigger an ImageNow workflow event by adding this form into the appropriate ImageNow workflow cue.
We also have a Formatta connector for Lawson and primarily what this does is it provides the ability to pull data from Lawson to pre-populate the form as well as take information entered on a Formatta form and rewrite it or pass it back to Lawson where it’s updated automatically behind the scenes. RPI has extensive capabilities in making this work. Their professional services are the ones that primarily make this entire process work. They use AGS calls to perform a lot of these Lawson transactions, so for those that are familiar with Lawson on the call hopefully you have a good understanding of how this might work.
And for those that are not using Lawson as their back end or those that may not be using ImageNow as their enterprise content management solution, Formatta electronic forms is really a great complimentary to both of those as well as other types of products that are out there on the market. Formatta provides the online forms capabilities, but we can very easily pull and push data from a variety of different ERP and custom database applications and we can also extend and pass the form images to other enterprise content management software providers as well. There’s a lot of different capabilities for using Formatta for your forms management solution and pulling and pushing data wherever it lives as well as making sure the final form images of the completed forms are passed to your appropriate enterprise content management environment for more longer term archiving of storage and even further complicated business process workflow rules.
With that I’m just going to go ahead and break out of this Power Point here and what I’ll do is I will open up a … Start kind of my onboarding process. And as Geoff mentioned to kick this off what I’m going to do is I’m going to go through a demonstration on our onboarding process, but I want you to just understand as you go through this you don’t have to use it only in onboard. Obviously, Formatta can create any kind of form just for any kind of business process. This is a great demonstration as virtually every company has an HR function and every company has paper regardless of what business process it is associated with. Hopefully this will give you an idea of how easy Formatta is to use as well as give you some ideas on how you might want to utilize Formatta forums to get rid of paper out of your other internal workflow processes.
With that I’m going to kind of start an onboarding process here. The scenario is going to be that I’ve been hired by my company. I’ve been notified via email from my HR representative through the Formatta solution that says, “Hey. Welcome on board. It’s now your turn to start going through this self ongoing process.” There’s this email message that you see on my screen now is a representation, is an example of any mail that’s formatted directly out of Formatta.
You would have complete customization and control over how this email looks, what it says, and notice that you can be completely personalized as well. Any information within the Formatta form and the environment itself can be used to personalize email communications to the appropriate folks. With that let’s imagine that it’s Sunday night before I show up on the first day of work and I’m going to try and fill out a lot of these forms on my own before I even show up. I just clicked the link directly within my email message that I received. I’m going to zoom in here just to make things bigger for all of us. What I’m going to do is now I’m going to authenticate. I’m going to log in. Well what I didn’t show you is I was also sent a separate email from my HR representative that gave me my credentials for logging into the HCM environment and filling out all my onboarding forms.
With that I’m going to provide my user name and my password and notice when I do that all my information has been preloaded onto the form. Again, we’re pulling this in this particular example from an external database. We’ve also done this pulling information from the Lawson environment among other varieties to different custom HRIS databases and custom databases as well. But the idea is this information is being pulled from where the HR information is being stored. It also pulled back a list of all the supporting documents or really all the onboarding forms that I have been told I need to fill out.
Automatically a packet, an onboarding packet has been generated for me and because I’m a full time employee I have the ability to fill out all these forms. Now, what I’m going to do here is I’m going to demonstrate. We also have the ability. I’m going to log in as a different person and show you that within the Formatta HCM forms library solution we also have the ability to pull back a different set of onboarding forms. In this particular example I’m a contract laborer. Well that typically might mean that I don’t have access to filling out all of my benefit forms or my 401K forms because I am of type contract laborer I’m not going to have access to those forms as part of my onboarding packet.
But yet when I go back and log back in as a full-time employee, again it’s going to pull my information back up and it’s going to bring back a list of the required forms 401K and benefits are now included. Just in summary we have the ability within the HCM solution to build a specific set of onboarding forms that is specific to the type of role or the type of person that new hire actually is. Okay, so now let me go ahead and continue. You can see again the list of all the forms. I’m only going to fill out a couple in this demonstration and I think once I do that you get an idea of really how all this works.
But I’m going to go ahead and click on my W4 form here and when I do I very easily click it directly from my environment. Again, I’m doing this all within my default browser. Just one technical note here is we do support the ability for all browser environments. We also support the ability to fill out forms in a mobile environment. In an iOS base device so maybe an iPad or an iPhone. You also have the ability to do it on an Android base environment if you have a small tablet or something.
We do support mobile capabilities as well, but for the demonstration here I’m doing this through my default browser. When I pulled up my W4 form one thing I want you to note is it automatically … Let me go ahead and zoom in here … Automatically it preloaded a lot of information onto the W4 form. I didn’t have to type out my name and my social security number and other information over and over again on all the various forms that I have to fill out. It automatically pulls that again from where I said I need to get it from, which is typically your HRIS environment.
I’m just going to continue to fill out the form entering my personal allowances and as I do that please make note of my field H down here and notice that it’s getting larger. Well as I fill out these fields A through G we have built into this W4 form a formula that basically says, “I want to put the total in field H here of all the previously entered in numbers on these earlier fields.” It’s a very quick and easy formula that we’ve done really in a non-programmatic way and I say that it’s very similar for those that know how to create Microsoft Excel-like functions where you add cell one plus cell two plus cell three. That’s very similar to what Formatta utilizes to build these form based formulas.
I filled out that information. Again, my information was pre-populated. Now what I’m going to do is I’m going to go ahead and sign the form and when I click this sign button it’s going to tell me that, “Hey. You’re getting ready to sign this form. Just FYI.” And next you’re free to close this form down when you’re done. Those are just more informational pop-ups. You can turn those off, but this is my demonstration environment. I like to keep those on just to demonstrate some of the capabilities.
Well I’m going to go ahead and authenticate one more time and we have to do that because we comply with the Digital Electronic Signature Signing Act of the early 2000’s, which means that when anytime someone wants to sign a form and lock down the fields and apply an encryption and make it tamper proof you need to authenticate that person at time of signing. That’s why we had to authenticate one more time. As I did that notice that my fields changed colors, which means that they are not read-only. I cannot make any changes to those fields. This entire form has been locked down. I have actually applied an encryption. A PKI encryption methodology for those technical on the call to the form, which makes it tamper proof. No one can get into the form and make any unauthorized changes.
Notice it pulled back who signed this form and what the date and time stamp of that form signing event actually was. I can go ahead and close this form down as my instructions say. I’m going to go back to my onboarding status form, which is really kind of a super form if you will that guides the new hire through the onboarding process. I’m going to hit this refresh button and when I do what we should see here is that the status of the W4 form has not been moved to an awaiting approval state. Well kind of what’s been going on behind the scenes and I can certainly show this if we need to is an email confirmation was sent back to the new hire. Sent back to me that said, “Hey. Thank you for filling out your W4 form.” It’s kind of a courtesy email back.
But in addition another email was sent to somebody internally within the HR department that says, “This new hire has just filled out their W4 form. It’s now your turn on the HR administration side to go in and approve that W4 form. Typically, that would happen when they either log into the system when they get to work tomorrow. Monday morning they’re going to see that email based notification. We also have a form that I’m going to show you in a second that’s something for the HR person to utilize and see some of that status as well. But let’s just continue as if I’m the new hire Sunday night filling out these other forms.
Well, let me fill out the direct deposit form here and again I’ll do the same thing. I just very easily click the link and up comes the form. Let me zoom in. Again, a very basic direct deposit form. Yours might be different, but this is something that comes again a part of our human capital management solution. Again, the information is preloaded and I’m just going to simply fill out my banking information and provide my direct deposit and I’m going to say I want to pull that from my checking account.
Well now I’m going to go ahead and sign the form. Well now what I want you to notice is and we’ve built into this direct deposit form the ability to alert the person filling it out to remind them to say, “Hey. You need to submit a copy of your voided check.” That would be a great way of expediting this process. Did you attach the check? And I have not done that. I’m going to say no. I’m now going to go back up to my attached documents button, which we have on our forms and I’m going to select from an area that I have full of some sample documents. Here is my check image. I’m going to attach that to my form and I’m going to close it down.
Now, when I continue on with the signing and submission process of this form, yes I’ve attached a copy of my voided check, yes I know I’m getting ready to sign it and yes I know I can go ahead and close the form when I’m done. Again, all those can be turned off if you wanted to. I’ll provide my credentials one more time and when I do again it’s going to lock the form down, make it tamper proof, apply that encryption. It’s going to mark who signed the form and when and now I can go ahead and close this form down as the instructions said to do. I’ll go back to my super form, hit refresh and now you’ll see that my direct deposit form has automatically been moved into completed status.
Well what we’ve done as part of our … Kinda our generic workflow processes is basically the HR person or team does not necessarily have to approve any information that was supplied and submitted as part of the direct deposit form. Really, that’s typically something that the payroll department needs to worry about. With that in mind we have it automatically sending an email directly to the appropriate person in the payroll group and then that person can be notified to do whatever they need to do to set up my direct deposit information. As such it can be moved automatically to a completed status because again there’s no intermediate approval necessary.
Now certainly you can make any modifications and changes to those workflow processes. And another really interesting thing as well is that if you have access to the payroll environment you could create the direct deposit form to have it automatically take my direct deposit banking information and account numbers and write that record directly into the payroll environment. Whether it’s Lawson, whether it’s another type of environment that you use to manage or a payroll to save a step of having a human manually enter in that information in a transaction of the payroll environment it’d be great to optimize the process and have it automatically take the data on the form and write that directly into the payroll environment. There’s a lot of options and capabilities to make that happen as well.
Just to continue with the process and again I’m not going to fill these forms out, but I can certainly click on a few of them here to give you an idea. Again, this is a 401K form and a lot of the information was preloaded onto the form and it allows me to fill out any information about my 401K designation. If I needed to do that. Here’s a benefits enrollment form. Again, that we’ve created as part of our human capital management forms library. Very similar. A lot of the information is pre-loaded. Allows me to elect my health coverage in on my second page here. It allows me to enter in my dental insurance and vision and life and disability.
Again, a lot of different form examples here and we can go through and we have a copy of an I9 form as well, which is another standard government issue form we have created within the Formatta environment. All the information has been pre-loaded and so on and so forth. That’s how the process would work by the employee that’s going through the onboarding process. Now, what I’m going to do is I’m going to is I’m going to open up another form here that’s very similar. Now imagine it’s Monday morning and I am the HR administrator getting to my desk. Now, I want to … I know I extended an offer last week to somebody and this new hire and I want to see their status on how they’re doing on filling out those onboarding forms.
Because this is an HR focused form I have the ability as the HR person to click this employee list button and up comes a list of all the people that are going through the onboarding process. I’m going to select Jeff here and again his information is pre-loaded onto this form as well as all the forms that he has to fill out as part of his onboarding process and it gives the HR person a complete status of where he is in his onboarding process. Well, we see here that the direct deposit form was actually filled out and everything is great. Well, I don’t have to, but maybe I just want to take a look at it and see how it looks. Well, I can just simply click the link here, up comes my direct deposit form that the new employee filled out and maybe I might want to take a look at what his check looked like.
So there’s the attachment. I can go ahead and save that form, double click on, open it up, and now you see there’s a copy of the voided check that I attached … Or that the new employee attached to his direct deposit form. Again, you can support any number of attachments in their native format as well. I’ll close this form down and now as the HR person I see that there’s something awaiting my approval. Well it’s the W4 form. I’m going to go ahead and click in the W4 form. Very similarly the W4 form … We’ll zoom in here … Is displayed directly within my browser or my mobile device, whatever I’m accessing it from. It’s all filled out by the employee and now I might just want to review it and acknowledge from an employer perspective that I’m going to go ahead and sign the form.
I’ll go ahead and sign it and I’ll use my HR credentials. I’ll sign it and now it’s resubmitted. I’ll go ahead and close it down and now what should happen is that when I refresh this form you’ll see that the W4 form has been to a completed status, which again kind of closes the loop for the HR person because now they’ve reviewed the W4 form, they’ve acknowledge it, they signed off on it and now they can continue on with all these other forms. Typically, what happened is after the employee fills out all the forms on their own the HR person would walk down all these forms that are in an awaiting approval status, they would go and review them and sign them. And once they are all marked as complete what would typically happen is you would press the complete employee onboarding process button and that might trigger a whole slew of additional workflow steps or email based notifications that might notify the benefits department and attach all the benefits forms that the employee filed out.
It might again notify the payroll department with the direct deposit form. It might notify the internal legal department so they can have copies of all of the different employment agreements that the employee might need to fill out as well as this employment network access request form. You might want to notify the internal IT department that this new hire needs a new phone set up, he needs a new email address set up and each can issued a mobile phone. All those are byproducts of this onboarding process and can be completely customized in support of whatever your workflow business processes are.
Now, what I just demonstrated was kind of the capabilities of the Formatta environment. What we talked about earlier is again the ability to pull the data from Lawson and write the data back out to Lawson or any other external environment. We also have that capability to push the image over into ImageNow. What I’m going to do now is I’m going to go back over into my Power Point environment and show you how that looks over on the ImageNow side.
But before I do that I promised you a very quick look at how easy it will be to actually create some electronic forms in our environment. Let me very quickly and easily open up my designer tool. Let me just take a second here and I’m going to import a PDF document and what I’m going to do is I am going to navigate here to an area that I have for import PDF forms. I’m actually going to open up a W4 form from 2013 and this is an actual PDF that we downloaded off the government website.
As you can see in a matter of seconds I imported a multiple page W4 form … I’ll move to the second page … And you can see it brought in the structure of that form very, very well. Well because it was a textual based PDF I now have the capabilities to make textual changes to that form. I can actually modify this form, I can make different sizes if I wanted to do that, I can move some different information around, I can clean up a little bit. Maybe the formatting wasn’t exactly right.
But now the beautiful part is I can very quickly and easily turn this into an intelligent online form by simply selecting the data entry field and drawing exactly where I want to place it on the form. I can give that field a name Field One. I can turn the borders off. I can actually change the size of the font and I can make it bold and I’m going to make that field a little bit smaller here and now I’m just going to move it exactly on a form where I want it to go. Now, I’m going to copy and paste and I very quickly and easily am now creating two additional fields.
I can create a check box. I can create check boxes on my form. I have the ability to create radio buttons on my form. If I want to just add a few choices here I can certainly do that as well. I can create a drop down, so I can enter in static values here if I wanted to or the nice thing about this too is I can actually attach this drop down to an external database if I wanted to do that. Dynamically, when the user is opening this form it’ll automatically retrieve the list of values directly from that external database, so you can hard code them in the form if they’re a static list or again a dynamically retrieve them from a database if you wanted to do that.
That’s very quick and easy and now what I can do is I can just go into a run preview mode and this would give the form designer an idea of really how this form would actually look like when it’s published. This way they can make their changes or tweaks to their form if they want to before they publish it and make it available to the end users to fill out. As you can see really in a matter of minutes I have the opportunity to create a form and get it up and running and publish it to my end user community so they can fill it out.
Now let me go back to my Power Point and just kind of continue on and show you a little bit more about some of the ImageNow capabilities. As I mentioned, you can connect a Formatta form to an ImageNow environment and you do that by connecting the fields on a Formatta form and assigning them as you see on this slide here to a variety of different fields. You can assign a drawer value, a folder value, a tab, field one, two, three, four and five and you simply select which field on the form you want to have that value placed into ImageNow as that corresponding index value.
In this case I’m going to mark this on the form that’s submitted as a document type of human resources. I’m going to push it to the HR drawer. I’m going to make the folder just demo for my demo purposes here. The tab value is actually going to be the employee’s last name that was entered and supplied on the form. Field three is going to be the first name and field four is going to be the employee social security number.
I’m also going to automatically assign it when it gets over into ImageNow, push that form into this specific workflow cue. Very easily and I can create this in Formatta in literally a matter of seconds and I can place this on any step of the internal Formatta workflow. If I wanted to push a form to ImageNow, in my previous example the W4 form after the employee filled it out I can push a copy of it over into ImageNow. Then after the HR administrator co-signs that form I can also then push that final version over into ImageNow. It would be archived with the same index value and it would be brought over as multiple pages within that employee electronic record within ImageNow. There’s a lot of capabilities, a lot of flexibility. You can push forms from Formatta to ImageNow at any point of your workflow process and you can index them dynamically to whatever values that were captured on the form and send those over to the appropriate index values within ImageNow.
As I mentioned, also have the ability to assign custom properties as well. Any fields on the form you can map those as you see here into custom properties for that form on the ImageNow side. That’s a great opportunity to leverage just this small number of index values in ImageNow, but capture more fields from the form and store those and use those within the custom properties areas. Also, has the ability to take this information and the actual TIFF image that’s sent over into ImageNow you have the ability to decide what are your image resolutions. What that going to do is depending on the quality that you want to have ImageNow receive or really the quality that Formatta is going to create and send over you might want to keep your space utilized over on the ImageNow side as small as possible so you’ll probably going to want to use a very low image resolution to keep the file size on the ImageNow side small, but you have complete control over tweaking those values and doing whatever you need to do.
Now here’s what it is over within ImageNow. Now, when I open up my ImageNow environment and I go to my all documents view you can see that an actual document was submitted from Formatta and stored into ImageNow and appropriately indexed. Well now I can very easily double click on that form or on that document and again within ImageNow I see my W4 form here show up. I also see on the right hand side here all my document keys, all my index values that I have indexed from Formatta into ImageNow as well as my custom properties. You can also see down here based on this notification that indeed this document now is in ImageNow workflow and here’s the actual cue name.
Very quickly, very easily, seamlessly Formatta can integrate with ImageNow, push the information and the corresponding data over into ImageNow for more longer term storage and archiving to build the employee electronic record and utilize additional ImageNow workflow capabilities for advanced business processing. Just a few more slides here and then I think Jeff what we’ll do is we’ll open it up for some questions if anybody has any at this point. But RPI and Access we have a mutual customer that we’ve actually implemented Formatta and the Lawson connector and integrate the data in an HR environment to their Lawson environment. They had HR … or nine HR forms that we built in and we deployed and that represented literally almost a $320,000 savings to them in the first year.
This is an ROI analysis that they gave to us. They were so happy and pleased with what they received. They wanted us and provided us with the information that they found internally. I think a lot of that savings had to do with the removal of paper out of the process, but probably a majority of it had to do with the labor savings. They didn’t have all these folks having to manually scan, mainly past paper, mainly entering information to and from Lawson. All those folks, all their time, all their represented manual data entry steps were eliminated and thus they were able to save all these hours that you see listed here with the annual savings.
And then nice thing about it is each over year they’re going to get this amount of savings. Their ROI and their particular case was less than two months. That may now be typical with every single scenario. It’s obviously dependent upon the workflow processes, the forms and a lot of other capabilities. But as you can see here this customer was very pleased with everybody helping them automate their HR processes. Just a very high level review of some of the pricing that you might expect for the Formatta solution and again this is going to be depending on a lot of different factors. Certainly reach out to Geoff at RPI for more specific information.
In this particular example I’m showing that you would license for Formatta for 5000 annual form submissions. It would include the first year support maintenance. It would include the optional human capital management forms library that you saw me demonstrate a lot of as well as the Formatta connector for ImageNow content. With that as well as an optional starter package again we as well as RPI can provide services for installing the Formatta environment, as well as custom building some of your Formatta forms if you want to do that. You have the capability or I should say you have the tools to do that on your own if you wish to be self-sufficient in that regard. But certainly RPI is a great resource and Access is a great resource as well to help you if you need that help.
The upfront, one-time startup cost would be about $48,000 in this environment or in this example and then the only cost in years two, three, four and forever really in perpetuity would be the standard support maintenance cost and that would be about $3800 in this particular example. As you can see here you can license Formatta in a variety of different sizes. We started with the small size and you can move up to a 10,000 submission size or 25,000 submission. You can move up to multiple millions of submissions if you wanted to. The idea is the more submissions that you buy meaning the more forms you have out there it might mean the more employees you want to process. It might mean more internal voices if you’re doing this with in the AP departments.
Its more forms and more transactions and more people you have filling out the forms is going to drive the number of submissions you’re going to need to license to support those business processes. But as you can see doubling the capacity from 5000 to 10,000 is really just $3000 more and you’ve doubled your capacity to handle a lot more forms and a lot more new hires on this onboarding example. Now, these are just representative numbers. As you can see in this blurb below there’s some industry folks that say, “It cost on the average about $110 to onboard somebody.” Well you can see here in the first year this process might be a little bit more expensive than that. Again, it’s dependent on the size of the organization. But that obviously go to pay for the software.
In subsequent years you can see that the cost per onboarding a person gets down to the single digits if not to the low teens. Well less than the $110 the industry average says you’re going to experience. Suffice to say after the purchase is … Or after the software has been purchased typically in the first year and all the costs have been regrouped from that point forward any additional onboarding that you might do or forms completion processes that you have there’s no additional cost other than the standard support and maintenance fees. Hopefully that gives you an idea for some of those costs.
Again, I’m with Access. We are the manufacturers and makers of the Formatta solution and Jeff is with RPI and they’re a great partner of ours. They provide all sorts of services to us as well, so we’re very pleased with our working relationship with Jeff and his organization. Jeff with that I think I’m going to turn it back over to you and see if we have any additional questions and then we’ll just take it from there.
Thanks Jeff. We actually do have a few questions. If anybody else would like to submit a question please go ahead and do so now. The first question we have is where is Jeff’s information coming from to pre-populate the form?
Exactly. You really have an option. You can connect it to any external relational database. If you have a customer application or a custom database at storing data what we do is we would access that database from the Formatta form and pull the data from that environment. We have the ability to pull it from a Lawson based database environment as well. You can pull it from PeopleSoft. You can pull it from any customer relational database. Maybe it’s a SQL server database, maybe it’s an Oracle database. Really it’s within your environment. Wherever your data lives Formatta provides the ability to connect to where that data resides and pre-populate the data onto the form and similarly take that data that was on the form and write it back out to those external areas as well.
Great. The next question is, is there any way to see that I as a user of the form have attached the document? In the particular case it’s the voided check.
Absolutely. You could … And I did not show this, but you also have the ability when you … When I was in the direct deposit for and I as an employee and I attached that copy of that voided check. It was stored with that form. You could always go back to that attachment button and when you do that and you click it it’s going to give you a running list of all the attachments that you have actually attached to that form. Not only was the HR person was able to access those attachments, the actual person filling out the form, the new hire in this case had actually attached the voided check also has the ability to see that check image in the other attachments that they might have attached to the forms as well.
Great. Next question. Excuse me. What do you guys use to allow the user to authenticate themselves? Is this an active directory that is being employed or is this a setting that can be selected to be done in a form?
That’s a great question and I forgot to mention that. We have a variety of different authentication means and one of them for sure is active directory and LDAT. You can authenticate internal people to their internal corporate network environment ADP or LDAT if you wanted to do that. You also have the ability to authenticate against named users directly within the Formatta environment. If you wanted to create users in Formatta and authenticate them you can do that. Or thirdly and this is a real powerful way you have the ability to authenticate to an external database.
If you have all of your employee information or usernames and logins in a separate external database somewhere else maybe it’s in your HRIS environment. Then you can connect that authentication on the Formatta form to that external database and authenticate them from that database as well. That’s a great way to allow people that are external to your organizations that you want them to have Access forms and fill out a form. Maybe they will register with you. They’ll provide their own username and their password. They’ll store that in an external database and then as they go and fill up forms online they’re going to authenticate to that external database and not to your internal corporate network environment. There’s a lot of different varieties and options.
And Geoff let me also add one point that I forgot to mention. Not only do we support digital signing, the us entering in the username and the password for a user to authenticate them we also provide the capabilities for electronic signatures. Capturing a wet signature if you will. If they’re on an iPad device they could use their finger to capture their signature. If they’re using a tablet based device they could use the stylist if they wanted to. Even if you’re within on a laptop or computer within the browser and you wanted to use your mouse to actually capture a wet signature we also provide those capabilities.
You don’t always have to authenticate by using the password and sign it you can also capture a wet signature to give their consent to signing the form as well. I just wanted to make sure to bring that out.
The next question is can you use existing image, not workflows with Formatta? For example, one for HR?
Absolutely. I mean the way you could work there is typically a Formatta form might be a start of the process. You would utilize our workflow to go through all the different approvals before it gets over into ImageNow because once the Formatta form is sent over into ImageNow it’s sent over as an image and therefore the form image typically won’t be able to be modified meaning you can’t go in and reenter in additional data in the form. You can certainly imitate it further within ImageNow’s workflow. But the nice thing about Formatta and the form itself is it can be launched via a URL.
Where a URL lives, again it could be in an email message, it could be a shortcut on a user’s desktop, it might be perhaps even a custom property in ImageNow or in a workflow step within ImageNow. If you have the ability for that URL for that hyperlink you could place that within the browser and when you do that form would automatically open up. There’s a lot of different varieties or capabilities utilizing Formatta to start the process and push it into ImageNow or there’s even an opportunity to utilize ImageNow workflow processes. And at whatever point along that continuum you want to launch and to open up a Formatta form and fill it out and then go back to ImageNow.
There is that capability and that flexibility to make that happen.
Great. That was our last question.
We have recorded this webinar and we will post it on our site. Hopefully tomorrow it should be available should any of your colleagues desire to see it. Again please feel free to contact myself Jeff Williamson at any time either by email or phone. Very easy to get a hold of. We’ve seen a lot of successful deployments of Formatta at our clients. When you get back to kind of that cost breakdown the difference between Formatta and deploying a single E-Form can very quickly be about 100% ROI just on that first form if it’s one of those more complex forms.
Another huge advantage that we’ve seen to it too is the ability to maintain the structure of the form. That is one very large advantage that Formatta has over an ImageNow E-Form. Now, I will say that the one main difference that we also see or I’m sorry one of three main differences that we see with those being the first two is that once Formatta comes in as an image, that is an image. The image comes in with the index keys and can then route all over as its own image throughout the workflow like Jeff just discussed with HR, but it is the image.
We’re not able to actually to change the keys once they get in, which provides some advantages without a doubt, but isn’t necessarily the solution over every E-Form. But in the cases that it is like I said I mean awful times it’s an immediate 100% ROI on just the first form. Jeff is there anything else that you’d like to add?
No. I think … Great. I look forward to interfacing with you further Geoff and as you field questions from the folks that are in attendance this webinar if there’s any questions that I can help with please engage me.
Great. Thanks so much everyone and thank you very much Jeff. I really appreciate it.