Formlify: Online Smart Forms for Mosman Council
Smart Forms Solution
Mosman Council is a local government area on the lower north shore of Sydney, New South Wales. With a population approaching 30,000 along with beaches, bushland reserves and national parks, Mosman Council is bound by a number of regulations including those related to record keeping, privacy and personally identifiable information (PII).
Mosman approached the market for a solution that would enable them to convert a number of PDF and hard-copy paper based forms to an online solution.
The regulatory requirements determined that a “simple” online forms solution would not suffice, and privacy concerns mandated a solution that eliminated issues around data sovereignty as all data was required to be processed and stored under Australian legal jurisdiction. Additional requirements including support for online payments via Mosman Council’s payment gateway provider posed additional challenges not the least of which was remaining PCI compliant.
The scope of work included the translation of a nominated set of existing hard copy forms to the online version prior to launch.
Mosman Council selected CIBIS as the preferred supplier based on the functionality within its Formlify product, together with our ability to customise the solution to cater to the specific requirements of Mosman Council.
CIBIS is at the forefront of delivering custom solutions and has a strong reputation in the on-line web-enabled application market.
FORMLIFY, a modern and feature-rich online form design and delivery platform, was chosen as the solution. FORMLIFY provides a drag-and-drop form designer with a rich set of fields and controls for creating online forms.
Advanced functionality includes conditional logic flows (controlling whether fields are visible or hidden, and mandatory or optional) based on the provided responses, the ability to embed numeric and date calculations in both logic and displayed fields, together with “office use only” sections, normally hidden from the user, but integrated into user definable work-flow based processing of submitted forms.
With an emphasis on security and privacy, CIBIS also assisted Mosman Council with changes to business practices to transition to an on-line based system.
Regulatory and record keeping compliance is further aided by the design of the platform, where full historical records are kept of both form definitions and form responses including post-submission back-office processing.
Cassandra Long, Mosman Council’s Manager IT Services commented that “we have already realised unexpected benefits by significantly streamlining the processing of large volume, small value transactions. With the move to online forms, there was an increase in self-service responses and a reduction in overheads and the administrative burden on staff”.
In the context of this entire project, Ms Long commented that ”CIBIS proved to be exceptionally responsive to Council’s needs - whether it related to solution customisation, guidance with various options, staff training and overall implementation. It’s been a great result”.