Below is a manual for creating a form. I know this week we were working on creating a brochure. I created this for myself to use at work. Since I work in Technical writing position, I thought this would be an interesting tool to look at. It has helped with going through a standar porcess which is a very important trait for a manual.

Purpose – Our goal is to reduce the number of forms used, to ensure that the forms are easy to use and understand, and to enhance the consistency of all forms.

Creating a New Form

Step # 1          

a.  Receive a request for a new form from the Initiating Department

b.  Discuss important issues with the Initiating Department such as:

      c.   Choose a form number that has not yet been used from the CSS Masterlist excel file.

4. If needed, Work with the Department regarding Form Instructions for the Form Index. The following format should be met regarding approved instructions:

o        Summary - Brief description of when the form is to be used

o        Instructions - Provide forwarding information or details such as additional documentation that should be submitted with the form

o        Helpful Hints – List any details to clarify how to complete certain fields that may be unclear, confusing, or easily overlooked.

5. Forward instructions to Initiating Department for proofing.

Step # 2

a.      Open a new case for the form in PeopleSoft (see process for tracking form).

b.      Update the Forms Access Database.

c.       Update the CSS Master List.

Step # 3

a.      Typeset a draft of the new form in Adobe Pagemaker (see page 6).

b.      PDF the form.

c.       Send the PDF Draft back to the Initiating Department for proofing and also to Legal if necessary.

d.      Make the revisions that the department/ Legal sends back (if they have any) and send the form back for proofing.

e.      Repeat b, c, and d until there is a final version that the initiating department has signed off on.

f.        Save new version of the form in brops_shr$’rjfs2’(p:)/FORMFILL/Forms.

g.      Document actions in PeopleSoft.

Step # 4

1. Keep a copy of the form for your own files. If this form is going to be a printed form, send a copy of the file to the print shop so that they can typeset the form. They will send a proof for you to approve.
2. If the new form is going to replace an existing form, e-mail Lorri Streine for the amount of the current supply and monthly usage of the form, and cost of destroying the existing supply. Inform her that there will be a new form replacing the old one.
3. Communicate any costs to the initiating department.

Step # 5

1. If the form is going to be DMS Eligible, or a Document Production form, email Ernie Harris and send him the PDF to let him know (see processes for Document Production).
2. If the form is going to be a MAT conversion form, email Sandra Welch (see process for MAT Conversion Forms).
3. If the form is going to be in Process View, email Kevin Hagan in Transitions and send him the PDF.
4. If the form is going to be an Emergency form that appears on the emergency RJNet page when RJNet is down, email Holly Dickey and send her a PDF of the form once it has been form filled.

Step # 6

1. Once the form is final, add forms filler to the PDF.
2. Post the form on RJNet.
3. Check RJnet to make sure the form has been posted and all the correct information shows on the instructions page.
4. Let the initiating department know the form has been posted.
5. Post a notice on the Forms Update page on RJNet, informing that there is a new recently completed form.

Step # 7

1. Update and Close the PeopleSoft Case.
2. Update the Access database.

Update the RJNet Form Update page.

Standard Form Guidelines:  The following guidelines were established by the Forms Committee and should be followed for all new forms and revisions.

I.                    Block Form Header

·        Top of title should start 1/2" below the top of the paper, right justified

·        font title should be 14pt Arial Bold

II.                 Consistent use of terms

·        FA or Financial Advisor (avoid F.A., RR or R.R., rep, registered rep)

·        Client (avoid customer)

·        RJ&A (avoid RJA)

·        Home Office (avoid headquarters)

·        Firm (avoid company or corporation)

III.               Use of sans serif fonts

·        Use Arial font for the text - This is a sample of Arial

·        Use of Serif fonts only if needed for readability - This is a sample of Times New Roman

IV.              Font size

·        6 point - Never use a smaller font (legal reasons)

·        Recommended range for the text - 8 point, 10 point, or 12 point

·        14 point is the largest recommended size, and should be reserved for titles

V.                 Titles

·        The First Letter of Words in the Title Should be Capitalized.  DO NOT USE ALL CAPITALS.

·        The form title should be short, descriptive and fit on one line

VI.              Ink color

·        Black is recommended

·        Other colors may be used as needed for emphasis, however not as good for imaging.

VII.            Distribution information

·        Should appear at the bottom of the form

·        Should detail each area that a copy is maintained.

·        Always use the department name, not 'Home Office'  - Ex:    Original - New Accounts        Yellow - Branch

·        For online forms, indicate 1 Copy - Department for additional copies.

VIII.         Coding

• The form type, department number, form number and revision date should be placed on the bottom left corner on all copies of the form - (Ex:  1 14P 2409 Rev 1/98, see # 2 of tracking progress on page 5).

IX.              Formatting

• Line spacing should be typewriter compatible (6 lines per inch)
• The text should be right and left (full) justified
• Avoid screening, shading, and heavy lines (if a form is imaged, these will require more storage space)
• Avoid use of colons, only where necessary
• Second signature lines should have (if applicable) next to the description
• Use checkboxes instead of lines where applicable

X.                 Paper

• Use 20 lb. Bond for single-sided form
• Use 60 lb. Offset for double-sided form
• Use NCR 2 or 3 part for multiple copy forms

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