Understanding forms management (2024)

Understanding forms management (1) Last updated on August 2, 2022

Forms are complex and need to meet many internal and external business requirements continuously over the course of their lifecycle. Forms Management is the operational capability that supports this business function. The work is typically carried out by a Forms Management Unit that operates the ministry’s Forms Management Program.

Forms Management has a significant history and body of knowledge. This section is intended to help you understand some key concepts and is not comprehensive. If this subject area interests you, consider professional training.

Introduction to forms management

Forms Management is the business discipline concerned with the whole lifecycle of forms including their:

  • Creation
  • Modification
  • Usage
  • Destruction

Forms Management Programs seek to ensure that forms are:

  • Efficient to process
  • Effective in supporting service delivery objectives
  • Economical to produce and distribute
  • Easy to use for all who interact with the form
  • In compliance with internal and external policies and standards

They do this to avoid undesirable results such as:

  • Significantly increasing the service delivery costs
  • Inadequately protecting citizen information
  • Introducing or increasing barriers to service
  • Causing service delivery to be interrupted or halted

They must do this in the context of continuously changing:

  • Policy and legislation, both internal and external
  • Technology and system architectures
  • Business and service delivery requirements
  • Citizen and staff expectations

Forms Management Programs are often centralized in a ministry and usually have their own service delivery and budgetary objectives to meet. To assist in this delivery, they usually employ a forms project workflow.

The forms project workflow

Forms are complex business tools that need continuous monitoring, modification, and governance to ensure they continue to accomplish business objectives and comply with related policies and legislation. Forms Management Programs will usually use a consistent workflow like the one illustrated below to help achieve this.

Understanding forms management (2)

A description of this workflow and how it affects your form design work is covered in our Orbeon training.

Understanding forms management (2024)

FAQs

What is the concept of form management? ›

Forms management is the process for managing, distributing, completing, and processing forms. This used to be a paper-based process, but web-based forms are becoming the standard for capturing information from customers, vendors, employees, or even business partners.

What is the primary purpose of form management within an organization? ›

Forms management is the practice of creating, distributing, completing, evaluating, and automating forms for the purpose of collecting information and making decisions. In the past, forms were physical items, but many businesses have made the transition from paper to electronic documents.

What is form management software? ›

Forms management software offers automation in managing and processing forms as well as data security. It can streamline your business processes, cut time spent on data entry, and reduce the potential for errors that paper forms present.

What are the 5 concept of management? ›

Henri Fayol identifies five functions of management viz, planning, organizing, commanding, coordinating and controlling. Koontz and O'Donnell, divides the management functions into planning, organizing, staffing, directing and controlling.

Why are forms important? ›

Forms are an essential part of any website or application, allowing users to input and submit valuable information. Poorly designed forms can lead to frustrating and confusing experiences for users.

What is the main purpose of forms? ›

At its core, a form is a tool for collecting and organizing information. It is a structured document with spaces allotted for entering data, whether it's for administrative purposes, data gathering, or record-keeping. Forms have an awesome ability to standardize and streamline data collection.

What do you understand by management? ›

Management can be defined as a process of getting the work or the task done that is required for achieving the goals of an organisation in an efficient and effective manner. Process implies the functions of the management. That is, planning, organising, staffing, directing and controlling.

What are the 5 steps of management process? ›

The 5 phases of the management process are planning, organizing, leading, controlling, and evaluating.

What are form tools? ›

A form tool is used by mounting it onto a lathe or other machining equipment and then using it to cut a specific shape or form into a workpiece. The tool is designed to be used in a single pass, which means that it can create the desired shape or form in one operation.

How to design a good form? ›

Form design best practices
  1. Have simple form field. ...
  2. Use single columns on forms. ...
  3. Communicate errors clearly and kindly. ...
  4. Validate inline form fields. ...
  5. Order fields from easiest to hardest to fill. ...
  6. Automate autofills. ...
  7. Indicate between required or optional fields. ...
  8. Minimize drop-downs.
Aug 10, 2023

What is form and function in management? ›

Form answers the questions of “what?” and “how?” After clarifying the function, form fills in the details and plan for how to realize the purpose. Function must come first. It directs the purpose of your strategies and actions so they can take proper form rather than merely having activity for activity's sake.

What are the 4 basic forms? ›

Most all three-dimensional objects can be broken down into 4 basic forms: cube, cylinder, cone, and sphere. Being able to draw these forms with confidence will add more weight and dimension to your future drawings! Complete ALL THREE TASKS for each form.

What are called forms? ›

Form is the shape, visual appearance, or configuration of an object. In a wider sense, the form is the way something happens. Form may also refer to: Form (document), a document (printed or electronic) with spaces in which to write or enter data. Form (education), a class, set, or group of students.

Where are forms used? ›

Forms can be found online and offline in many different contexts, from e-commerce and online surveys to administrative paperwork. They are an effective way to input data or make selections and are integral to many processes and services.

What are the concepts of form? ›

theory of form talks about visual shape, the procedures of shaping the surface, the body and the space, in other words, about perception of visual phenomena ranging from the recognition of shape to the coding/decoding of information, reading and comprehension of shape.

What is the concept of management answer? ›

Management can be defined as a process of getting the work or the task done that is required for achieving the goals of an organisation in an efficient and effective manner. Process implies the functions of the management. That is, planning, organising, staffing, directing and controlling.

What is the concept of form design? ›

What is form design? Form design is the process of creating a web form — where your site visitors can input and submit their information — while keeping the form's layout, format, UX, appearance, and other factors in mind. Great form design enhances UX and helps boost conversions.

What is the concept of management style? ›

A management style is the particular way managers go about accomplishing these objectives. It encompasses the way they make decisions, how they plan and organize work, and how they exercise authority. Management styles varies by company, level of management, and even from person to person.

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