Why NOT Electronic Document Handling? Chip Milosch Griffin Computing, Inc.

Why NOT Electronic Document Handling?

Chip MiloschGriffin Computing, Inc.


What we will cover:– Brief BIO– Where document production and handling started from– Progress– High level view of what we can do now– Survey of various software options– Overview of several high capability packages– Some real world case studies– Summary– Q & A


Who I am:• Technical

• 30+ years in Information Technology• 25+ years iSeries• 12 years independent consulting• Griffin?• Specialization

• Personal• Family• Hobbies


Document handling and creation… the beginning:

We started out writing on damp clay tablets, papyrus, etc. Not so great for portability, but at least the clay tablets were erasable until they dried!


We obviously haven’t done anything like that for a long time. But for a long time what we did was:

Why NOT Electronic Document Handling?Making slooow progress…

OK…. To be serious.

The old way was:

Using special programs custom fit to each form.

Why NOT Electronic Document Handling?Making slooow progress…

Q: What happens when the form changes?

A: Our friend has to…..


The problems with preprinted forms are many:• More complex programming (both DDS and code) to get everything right

• When the form changes we have to do (possibly) a lot of recoding and testing

• When the form changes, it’s likely that we’ve end up killing a few more trees than necessary, since the chances of the users wanting to switch to the new form only after all of the old ones are used up is slim.

• And likely some others…

Why NOT Electronic Document Handling?But there is a better way!

Today we have our choice of a number of very capable software packages that let every programmer become an “artistic” forms designer.

In general, these packages will:• Provide a GUI interface for creating forms, complete with a palette of tools

which may include:• Ability to draw lines, boxes, and other shapes, usually with shading & other

graphical options• Insert static text with varying degrees of enhancement (bold, underline, etc.)• Include external graphic elements• Define dynamic data fields (program generated data)• Dynamic control of pages and layout, driven by the program data itself


These new tools:


Once we are created a dynamic, “soft” document we open ourselves up to a all kinds of possibilities:• Easily create PDF for archival storage• Automagically email or fax the document to someone outside

the company – like the customer• Provide secure access via the web to these documents• Possibly combine multiple documents into a single, larger,

master document

Why NOT Electronic Document Handling?Old vs. New

The Old way (preprinted forms)

• Tedious to code and test• Wasteful of paper and time• Static• Once created all we have is

a hardcopy

The New way (dynamic tools)

• Forms dynamically designed (this CAN take some time)

• Easy to add more “pop” to a document

• Dynamic placement of data and selection of form

• Electronic format gives us options

Which would YOU choose?

Why NOT Electronic Document Handling?Software Options

• IBM Infoprint Designer • ACOM – EZDesigner/400• Quadrant Software – FormTastic• InFormDecisions - iForms• DocPath - BoulderSuite• MappingSuite


IBM Infoprint Designer• Very much an “old school” outdated product, no longer

actively marketed by IBM• Did have fairly powerful ability to create dynamic forms, using

native iSeries objects• Merging data options restrictive• Difficult (for most people) to master the GUI


ACOM – EZDesigner/400• GUI based – uploads to iSeries• Typical drag-and-drop data mapping with spooled file data• Ability to include graphics, various bar codes, etc.• Can include document indexing into final output for use with

content management software


Quadrant Software – FormTastic• Windows side tool is “Design Pro”• Provides spooled file and database file mapping and merging • FormTastic includes rules and intuitive processing to help

automatically distribute documents• Ability to create TIF and PDF output also


InFormDecisions – iForms• Windows based form and report designer, typical suite of

graphics, barcoding, etc. • Merging with spooled file data• Rules engine allows data to be grouped and “burst” based on

key field recognition• PDF, faxing, emailing available via separate add on modules


DocPath – BoulderSuite• Designed to be the next generation of software for Infoprint

Designer users (built in converter)• Generates own, native mode forms and rules, OR can generate AFP

objects that mirror IPD output• Includes ability to generate indexed spooled files (for use with

Infoprint Server)• Multiple data input options: XML, spooled file, database, CSV• Multiple output options: AFP, PCL, PDF, PS• Scalable pricing depending on needs – starts approx. $8K• Can operate on both iSeries and Windows


Mapping Suite• Highly flexible, very powerful document creation and generation

system• Individual docs, which can be combined at will to create final

product• Underlying technology basis uses XPS• Multi-platform: iSeries, Windows, Linux• Scalable pricing, depending on technology needs and output

volumes• Input options: TXT, CSV, PS, XML, spooled file..• Output options: just about anything you can imagine…


Two Case Studies:1. Infoprint Designer / Infoprint Server for

insurance program administration

2. Two phase insurance policy document creation and assembly

Why NOT Electronic Document Handling?Infoprint Designer/Server

Project Highlights:• Multiple projects with

many documents• Highly flexible distribution

options• Archival storage of all

customer documents as PDFs

• Next step WOULD have been conversion to BoulderSuite….

Reporting / Output Program

Basic*SCS Output

Multi-Membered

PF

ProcessController

Reference Databases

Why NOT Electronic Document Handling?Insurance Policy Documents

Project Highlights:• Phase one was conversion from disparate document source

systems to integrated approach using iSeries and PC Servers running WORD

• Phase two implemented using Mapping Suite to provide:• Greatly increased reliability• Totally iSeries based coding and control• Higher efficiency in terms of throughput, speed, output options

Why NOT Electronic Document Handling?Insurance Policy Documents – Phase One

Old Way New Way

Word Mail Merges

Imaging SystemOutputs

Static Documents

iSeries GeneratedDocuments

Assembled Policy

iSeries Extract

ModulesData Files

PC Server

Processes

WORDMerge

Templates

PDFPolicy

Components

Why NOT Electronic Document Handling?Insurance Policy Documents – Phase Two

Implementation of Mapping Suite• Word templates converted to MapDraw format• Static documents converted to XPS files• All data aggregation modules produce work members which

are then converted to XML on IFS• Each policy created as individual XPS documents – then

merged into a single XPS document• For printing, XPS converted to PCL; or can be converted to

PDF

Why NOT Electronic Document Handling?Insurance Policy Documents – Phase Two

Benefits Gained:• Increased stability and error handling – all processing occurs

on iSeries• 50% increase in performance• More flexible printing and output control• Improved iSeries scheduling with elimination of PC Server

bottlenecks and conflicts• Easier implementation of changes, enhancements• Easy to implement alternative distributions: email, fax, etc.


Summary:• Numerous software options available• Differing levels of performance, options, complexity• If you go electronic, you open up a world of possibilities• EDH can provide both a dramatic change in how you create

and distribute output as well as reduce costs and inefficiencies


Chip MiloschGriffin Computing / www.griffincomputing.com

[email protected]

http://www.griffincomputing.com/

mailto:[email protected]

Why NOT Electronic Document Handling? Chip Milosch Griffin Computing, Inc.

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