TOPIC 8: FORMS

DESIGN AND
CONTROL
Subtitle
Introduction

 The usage of forms in carrying out processes and procedures is

affected by such factors forms’ quality. A basic design is one of
the important factors which affect the quality of forms.
 Today, increasing numbers of organizations are replacing their
paper forms with electronic forms.
 Forms are a vital component of integrated systems. The design of
forms used in integrated systems is crucial because of the need for
forms to be compatible with the equipment and software used in the
systems and with other related forms.

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FORM CONTROL PROGRAM
Administrative office managers are often involved with forms
design, therefore, their involvement with forms control programs
seems practical.

Forms control program – formal program found in organizations

that provides oversight for the forms created within them.

An essential prerequisite of these programs is top-management

support.

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FORM CONTROL PROGRAM
The following objectives are typical of forms control programs:

• To guard against the development of unneeded forms.

• To eliminate unneeded existing forms.
• To assist in the development and design of efficient forms.
• To combine and simplify forms when appropriate.
• To provide continuous review of existing forms.
• To facilitate the development of efficient work procedures that
involve the use of forms.

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FORM CONTROL PROGRAM
The implementation of operating systems in an organization
generally requires the standardization of organization forms.

Thus, the systems staff and individuals involved with forms’ design
and control should work together.

There are several steps involved in the design of an effective forms

control program as indicated below.

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STEP 1: CATALOGING FORMS
Cataloging: step in the process of designing a forms control
program in which information is collected about the various forms
the organization currently has.

The cataloging of forms enables those individuals responsible for

the forms control program to determine the nature, type and
purpose of the forms used throughout the organization.

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STEP 1: CATALOGING FORMS
The cataloging procedures will reveal the following:

 The primary purpose of each form.

 The forms used by each department or work unit.
 The frequency of use of each form.
 The number of copies of a multiple-copy form set.
 The routing of each copy of a multiple-copy form set.
 The final disposition of each copy of a multiple-copy form set.
 The relationship among various forms.

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STEP 2: CLASSIFYING FORMS

The use of forms classification scheme facilitates the analysis of

the forms assembled during the cataloging process. Forms are
usually classified by function and by number.

Classification – step in the process of designing a forms control

program that involves categorizing the forms according to the
primary function and their assigned number.

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STEP 2: CLASSIFYING FORMS

Classifying forms by function means that they are organized

according to their specific purpose.

For example, all forms regarding sales are grouped together, all
forms pertaining to accounts receivable are grouped together.
When completed, the functional classification enables for forms
design and control to analyze the similarities and differences
among the various forms.

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STEP 3: ANALYZING FORMS
Form analysis, which often results in reducing the cost of creating
and processing a form, in an integral aspect of a forms control
program.

Analysis – step in the process of designing a forms control program

that involves studying each form in light of the function it fulfills.

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STEP 3: ANALYZING FORMS
Form analysis provides answers to the following questions:

 What is the primary purpose of the form?

 Does the form contain the necessary information to fulfill its
purpose?
 Do the design specifications on the form accommodate its data
entry, transmittal, filing and retrieval requirements?
 Does the form contain any extraneous information?

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STEP 4: ELIMINATING FORMS
If the forms analysis indicates that certain forms are no longer
used or no longer need to be used, their elimination should be
considered.

They may not be needed probably because the purpose for which
they designed is now being served by another form.

Or perhaps maybe they are no longer compatible with the

organization’s systems and procedures.

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STEP 5: CONSOLIDATING FORMS
Forms analysis may reveal a similarity of some items on certain
forms.
For example, the development of one new form that consolidates
two or more existing forms may be possible.
The consolidating process is facilitated by the use of a grid similar
to the one shown in Figure 1, which identified the various items
found on several forms.
The greater the number of common items, the more easily forms
can be consolidated.

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Figure 1: Data Comparison Grid

FIRM NAME AND ADDRESS

SUGGESTED VENDOR
CATALOG NUMBER
DESCRIPTION

TOTAL PRICE
QUANTITIY

SUBTOTAL
SEND TO
SHIP TO

TERMS
PRICE

TAX
     
X X X     X      
PUCHASE REQUISITION

X X X X X X X X   X X X
PURCHASE ORDER
     
X X X X X   X X X
RECEIPT OF GOODS
                         
                         
                         

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STEP 6: DEVELOPING DESIGN GUIDELINES

Before new forms are designed, design guidelines should be

developed.

The following guidelines will be useful in designing forms

compatible with one another.

 When the same information appears on several forms, it should

appear the same location of each form (for example, the name
and address of the company).

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STEP 6: DEVELOPING DESIGN GUIDELINES
 Information that is to be transferred on several forms, it should
appear in the same location on each form (for example, the
columns common to both a purchase requisition and a purchase
order should appear in the same order on both forms).
 When control of forms is important, the form should be
numbered sequentially (for example, numbering check helps
guard against their misuse).
 The design of the form should be guided by such characteristics
as simplicity, practicality and ease of use.

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STEP 7: DEVELOPING FORMS

o When new forms are being developed, their need has to be

justified.

o Their design should be consistent with proper guidelines.

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STEP 8: PRINTING FORMS

o Most organizations install extensive reprographics units with the

specialized equipment needed to print forms.

o An exception may be the use of electronic forms when hard

copies of forms may not be needed.

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STEP 9: MAINTAINING PERPETUAL SUPPLY INVENTORY

o The final step in the forms control program is the development

of procedures for use in maintaining a perpetual supply
inventory.

o This helps keep a sufficient supply of forms on hand.

o Effective inventory procedures will prevent a surplus of forms.

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TYPES OF OFFICE FORMS

o The final step in the forms control program is the development

of procedures for use in maintaining a perpetual supply
inventory.

o This helps keep a sufficient supply of forms on hand.

o Effective inventory procedures will prevent a surplus of forms.

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TYPES OF OFFICE FORMS

o Carbonless forms – type of form set that uses a chemical

reaction between the coatings of two sheets of paper to make a
copy of the form.

o When pressure is applied to the form, the chemical coatings

interact, which causes an image of the information written on
the original copy to appear on the carbon copy.

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TYPES OF OFFICE FORMS

o MICR Forms (magnetic ink character recognition) – form (for

example, a check) that has magnetic numbers reprinted on the
form.

o Primarily used by banks to expedite the storing and processing

of numerical data found on banking documents.

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TYPES OF OFFICE FORMS

o OCR Forms (optical character recognition) – type of form

processed through an OCR reader that simultaneously
transmits data or information to the computer.

o As the data are read on the OCR form, they are transmitted to
the computer where processing takes place.

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TYPES OF OFFICE FORMS

o A related type of form has a bar code imprinted on it. A

scanner is then used to read the bar code, which inputs the
scanned information into the organization’s information system.

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TYPES OF OFFICE FORMS

o Electronic Forms – Forms that are maintained on a computer. The

newest and fastest-growing type of forms.

o Two types of electronic forms are used:

o i) software-based forms – created using computer software. The

operator uses the computer to fill in the requested information.

o Ii) Web-based forms – reside on the Web, making it possible for an

individual to complete them using a computer connected to the Web.

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FORMS DESIGN

 The information needed before beginning the actual work on

the design of the form.
 The purpose of the form.
 The nature of the equipment on which the form will be
processed
 The relationship between the form studied and any other
previously developed forms.
 The length of time that various copies must be legally retained.

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FORMS DESIGN

o The efficiency with which information is entered on a form

depends on its design. Poorly designed forms are difficult to
complete, especially for individuals who are unfamiliar with the
use to be made of specific forms.

o Extreme care must be considered when designing forms that are

part of an organization’s operating system.

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FORMS DESIGN

 The information needed before beginning the actual work on

the design of the form.
 The purpose of the form
 The nature of the equipment on which the form will be
processed
 The relationship between the form studied and any other
previously developed forms.
 The length of time that various copies must be legally retained.

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IMPLICATIONS FOR THE ADMINISTRATIVE OFFICE MANAGER

The involvement of the administrative office manager in forms

design and control can vary from total responsibility to no
responsibility.
However, forms are an integral component of these systems, and
every effort should be made to ensure that they enhance rather
than destroy the operating efficiency of the systems in which they
are used.

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o END OF TOPIC 8

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