The Education of DocumentsThe Education of Documentsat the DTIat the DTI

Interactive Government Congress (Brussels)27 October 2005

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

Interactive Government Congress (Brussels)27 October 2005

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.

Interactive Government Congress (Brussels)27 October 2005

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

ELectronicG overnment throughA dministrativeR e-engineering

Interactive Government Congress (Brussels)27 October 2005

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.

Interactive Government Congress (Brussels)27 October 2005

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

Interactive Government Congress (Brussels)27 October 2005

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)

Interactive Government Congress (Brussels)27 October 2005

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

Interactive Government Congress (Brussels)27 October 2005

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

Interactive Government Congress (Brussels)27 October 2005

Introducing…

Carol Claire

Interactive Government Congress (Brussels)27 October 2005

Forms by Carol & Claire

Interactive Government Congress (Brussels)27 October 2005

Cost Profiles by Form Producer

0

100

200

300

400

500

PFI DTI Carol & Claire

Co

st

pe

r F

orm

Interactive Government Congress (Brussels)27 October 2005

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

Interactive Government Congress (Brussels)27 October 2005

The Toolbox

• Adobe Reader

• Acrobat Pro(& Designer 6)

• LiveCycle Forms

• Adobe Univers

• Creative Suite

• Reader Extensions

+ some plumbing

XML

Interactive Government Congress (Brussels)27 October 2005

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

Interactive Government Congress (Brussels)27 October 2005

Users Forms

Desktop XML Servers

DTI

PFI

Interactive Government Congress (Brussels)27 October 2005

Department of Trade and Industry

• Patrick Cooperpatrick.cooper@dti.gsi.gov.uk

Questions?

• Applications & Data Services

• Information and Workplace Services