The E-Formula For Success

In the 12th Century, alchemists sought to create the philosopher's stone, a magical substance for turning base metals like iron into gold. While iron may have advantages for strength and usefulness, chemists believed that gold was the perfect metal. It was thought that the philosopher's stone could transform "imperfect" metals to that standard. For centuries after, scientists continued to search for this elusive goal. Larry Hunt, chairman and CEO of Integrated Digital Systems/ScanAmerica, Inc. (IDSS) (Manassas, VA) is testing what could be the philosopher's stone that exponentially increases the value of forms processing for end users and, as a consequence, VARs.

"I view XML (extensible markup language) functionality as a whole new market that's going to revitalize access to data," says Hunt. "You could build a whole business model on XML, and the client base would be tremendous." This belief prompted Hunt to license and use an XML engine to empower the data capture and workflow capabilities of his Edge Group product line (www.officedge2000.com).

The Basic Elements Of XML
A programming language, XML is suited for Web-based applications and as a way to store and share data in a content management system. Unlike HTML, which only conveys how data should be displayed, XML applies metadata to content. In other words, a name is not simply an item that is centered at the top of a page in bold type; it is given a tag describing it as a name. (For more about XML, see "What Does XML Spell For Content Management VARs?" in the April 15, 2001 issue of Business Solutions.) In an electronic or Web-based forms processing application, for example, when a user enters data in a form, it is given a metatag. The tag could identify that piece of information as a name. Such data can be put directly into a database shared by more than one application. As an open language, XML has been adopted by the likes of Microsoft, Sun, IBM, and Oracle. A May 2001 end user survey conducted by Intellor Group found that more than half the respondents cited common data access as a leading benefit of XML adoption.

A Web-based XML form can fill in codes, run calculations on a field, or send a user to another form. Based on responses, it could reply to the user filling out the form, or e-mail the name of a hot prospect to marketing. "As recently as seven or eight years ago, a system like this would have been complicated to write and cost hundreds of thousands of dollars," says Hunt. "Using XML, a simple form can take as little as a week to create and automate." A total imaging solution from IDSS that includes XML forms and workflow costs less than $20,000. That includes Workflow Server with a 10-user license and the XML engine.

When coupled with a Web-based document repository, standardized e-forms become accessible from anywhere in the world. Users who have the expertise can use the system to design their own forms. However, most opt to have them designed by IDSS at a cost of about $125 an hour for commercial users and $95 for government clients.

"I can picture other VARs saying 'I can do that with an application in a document written in HTML, DHTML (dynamic HTML), or MS Word,'" says Hunt. "But it's difficult if not impossible to get the same kind of interaction and validation. An XML form can easily be configured to kick off another response or ensure that data is entered correctly. Even when it's possible to do that without XML, writing applications and macros that are responsive and creative is exponentially more expensive. Then you have to load it on every machine and pay a license on every machine." Hunt's basic approach is to design an XML form that mirrors the paper one and allow users to access it through a browser.

Beyond Laboratory Testing
In the 12 months that IDSS has been offering XML e-forms, law enforcement has already proven to be a strong market. IDSS has contracts with four counties to implement an XML/Web-based version of the standard IBR (incidence-based reporting) form used in all VA and MD criminal investigations. "It's the same form in every county across the state," comments Hunt. "Once I create that e-form, I can market that same solution to every law enforcement organization in those states."

In Bedford County, VA, sheriff's deputies automatically enter reports in a database by completing a Web-based form instead of filling out a five- or six-page paper report. Formerly, deputies were completing the form, usually by hand, and giving it to a clerk to key in. This required additional labor as well as leaving the process more susceptible to human error.

When a deputy fills out the e-form, certain fields are automatically populated. For example, all deputy information can be completed just by entering a badge number. It also validates fields, cross-checking to make sure that an address exists or a zip code is accurate. As much of the form as possible is completed with drop-down menus or check boxes. The e-form could also alert the officer to the need to complete an additional form. Based on certain responses, the incident report can call up related forms that are part of the standard procedure. These features speed the completion of the form, making it easier for the sheriff to reach his goal of keeping more deputies on the street. Human error is also reduced.

Based on its XML tags, the incident report is routed to a supervisor for review, and the data is sent to a database. Because data is in the system sooner, deputies are safer. If a deputy runs a check on the license plate of a motorist he is about to pull over, he can be made aware of previous violations within hours of the offense. Knowing that a routine traffic stop involves someone with a history of a firearm violation could be critical.

Reports from the XML database can be generated with commonly used software such as that from Oracle or Crystal Decisions. In Bedford County, VA, the law enforcement database is linked to the 911 response database. As a result, dispatchers are immediately aware of potential dangers and can warn police officers and other rescue workers.

XML products that efficiently and economically improve workflow while readily integrating with other applications are attractive in a variety of markets. One area that Hunt plans to focus on heavily is county government inspections, but he is also optimistic about prospects in insurance and banking. He is convinced e-forms will be increasingly important as more companies move their customer service, such as loan applications, to the Web, while their employees, such as approval boards, are geographically scattered.

Formulating New Markets
Fairfax County, VA, is using XML technology to gather feedback about its parks. Visitors can fill out a survey at a touch screen kiosk or print and mail responses. IDSS also holds the contract to scan these paper documents. The OCR/IMR (optical character recognition/intelligent mark recognition) results are output as XML, which can be sent to the same database as results obtained from the kiosk.

One of Hunt's personal interests is camping, and he maintains camping Web sites with XML technology. To be perfectly honest, maintains may be overstating Hunt's role. Using a Web-based form, an owner who wants to register his campground with FamilyCampgrounds.net provides the requested information, which is automatically formatted according to a template. Hunt receives an e-mail from the system when a new member page is launched. Members are assigned a user name and password and have the option of updating or changing a site at any time. "The day that a company designs and maintains a Web site and sells you 10 MB on its server is over," contends Hunt. "IDSS offers sites with elements like Flash and Macromedia and automates the entire process without having to assign any employees to it."

The price point and accessibility bring XML forms to a level that is reasonable for a three- to four-person organization such as a plumbing company. Using a Web-based form on a PDA, contractors could collect the data they need to provide a quote or complete an invoice, complete with digital signature. "I could probably provide a basic solution like that for about $2,600," estimates Hunt. "For someone like a plumber, that can be paid for in just a couple of jobs."

Perfecting The Recipe
"The one area people have a right to be concerned about when it comes to XML forms is standards," admits Hunt. "As a Microsoft partner, we're going to go with the standard it's backing," says Hunt. "We figure that's where it's going to go eventually anyway." The support of such industry giants probably accounts for Upstream Consulting's encouraging predictions for the XML products and services market. Just $90 million in 2000, the consulting firm anticipates that sales will reach $2.4 billion by 2004.

Though XML technology still accounts for less than a quarter of IDSS' overall revenue, Hunt's hypothesis is that eventually it will be ubiquitous. For IDSS, XML may be the philosopher's stone that transforms the ironclad world of forms processing into 24-karat gold.