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The Education of Documents at the DTI

The Education of Documents at the DTI. The Situation*. ~140 forms: Word, JetForms, Excel, paper in the middle of a 15-year PFI relationship technology centralisation programme desktop refresh: Acrobat 6 → Reader 7 pre-existing enterprise applications. *early 2005.

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The Education of Documents at the DTI

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  1. The Education of Documentsat the DTI

  2. The Situation* • ~140 forms: Word, JetForms, Excel, paper • in the middle of a 15-year PFI relationship • technology centralisation programme • desktop refresh: Acrobat 6 → Reader 7 • pre-existing enterprise applications *early 2005

  3. Private Finance Initiative • technology assets transferred in late 1998 • new assets to be funded via service charge • enforced project management A private sector partner invests in assets and facilities from which it then provides services over the long term to the public sector. The risk of delivering new facilities and services over the long term passes to the contractor.

  4. ELGAR • a vehicle to meet Prime Minister’s target for electronically enabling key services by 2005 • covers desktops, servers, networkand services, applications • operational management of the infrastructure is also bound up EL ectronicG overnment throughA dministrativeR e-engineering

  5. Objectives • consolidate to a standard eform technology • internalised form creation and management • reduce the number of forms • accessibility • enforced branding • prepare for the future(single-keying, digital certification, etc.) Convert dumb forms intointelligent documents.

  6. Parameters • disassociate forms from the infrastructure • drive marginal cost of a new form to zero • support drive to single-keying • establish a foundation for self service • re-use of expensive customisations

  7. Tailoring the Solution • adopt as little or as much of Adobe’sarchitecture as we choose • use as much of the PFI as we have to… … then use staff where we can … and then competition where we can’t • build a direct relationship with Adobe(and other product vendors)

  8. General Approach • technology re-introduction (after 4½ years) • training for the internal DTI team • commissioning of Adobe server • installation of Adobe (XML) plumbing • rolling release of upgraded/new forms

  9. 6 Months Later… • Adobe server products in place • initial XML plumbing installed & working • a dozen intelligent documents • we’re leveraging the PFI to better effect

  10. Carol Claire Introducing…

  11. Forms by Carol & Claire

  12. Cost Profiles by Form Producer

  13. To Be Fair…  our customers are internal we can make some mistakes forms don’t have to be pixel-perfect • our deadlines are our own • we choose the order of form conversions • the PFI has to bear overheads that we don’t

  14. Adobe Reader Acrobat Pro(& Designer 6) LiveCycle Forms Adobe Univers Creative Suite Reader Extensions + some plumbing The Toolbox XML

  15. Impressions… • it was the right approach • library of re-usable objects • implementation costs were on target • marginal costs are appealing • timing was fortunate • utility is more relevant than products

  16. Users Forms DTI PFI Desktop XML Servers

  17. Department of Trade and Industry • Patrick Cooperpatrick.cooper@dti.gsi.gov.uk • Applications & Data Services • Information and Workplace Services Questions?

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