Form Design in the Digital Age

 An experience with the Massachusetts online application for an ID (just testing) got me to thinking.

Back in the day, that is the early 1990s', we got PC's with Wordperfect 5.0 at work. One of the things I played around with then was using its table tools to create Wordperfect versions of our printed forms. A good part of the motivation was just the challenge in seeing how far I could get and what was involved in getting as close a facsimile as possible.  IIRC sometimes I was able to create a version where you could enter data.  And I think the ASCS/FSA forms shop followed a similar path for some years, replacing the IBM composers they were using in the 1960s with PCs and Wordperfect.

The next step seems (when I retired I no longer was involved on the creation side) to have been creating online forms with data entry. I don't know the software behind those forms, but over the years I've run into them.  

But when you look at that process, it's a survival, like an appendix or wisdom teeth, left over from prior times.

Currently I seem to be encountering the interview process--a series of windows which ask for data piece by piece, with "back" and "continue" options and often with the data entered determined the next sequence of windows to be displayed.  That seemed to be the case with the MA application, also with the Kaiser Permanente appointment process I just completed, and in a modified form with TurboTax's process.  TurboTax is interesting because the end result of your interview entries is a completed set of tax forms for the user, although it looks as if the data sent to the IRS and VA tax people is stripped down to the data elements. 

Perhaps 50 years from now we'll no longer be using forms? 

Digitized Forms

I read the FCW piece on this report. I'd forgotten there was a law requiring agencies to digitize their forms and make them fully on-line, including e-signature, but there is.

The report shows agencies haven't met the legal deadline for many of their forms: USDA is one of the laggards. 

I remember back in the early 1990s working to use WordPerfect 5.0 to design forms, or rather to convert the form designed used the old tools to a digitized form.  WordPerfect had a table feature with which, using a lot of patience, you could create a pretty close version of the old printed forms.  The Forms shop in MSD took up the challenge and did a lot of the ASCS/CCC forms before I retired.

Of course there's a big difference between the forms we did and what the law requires--I gather the ideal now is a fillable pdf file with e-signature activated.  I don't know how far FSA has progressed in meeting that goal.

I'm cynical enough to believe that most forms which meet the law's requirements probably are still poorly designed for online operations.  I expect the same human factors are operating with forms as they were with cars--the early cars were designed as "horseless carriages". I wonder how many filing cabinets FSA offices have filled with paper copies. 

[Updated--I see that FSA's newest form, FSA-2637, is a fillable pdf which can be signed on-line. Good for the people who did this.]

Government Forms Design

 Remember the "butterfly ballot"?  The covid vaccination form joins it as an example of inept forms design, or at least of limited imagination on the part of its designers. See this GovExec piece.

The Bureaucrat's Necessity: Forms in the UK

 I designed and redesigned a fair number of forms during my career. We had a Forms Management Branch in ASCS when I started.  The program specialist would take his problem to them and together they'd work together to get a master for the printer. 

Overtime I started to design forms in Wordperfect tables.  Got quite good at it, if I do say so. I think Forms eventually got most forms converted to Wordperfect. I haven't checked the online forms in years so I don't know whether they've now converted to PDF fill-ins or to HTML.  

Anyway, the UK also has forms.  This post says they're doing 6 percent a year (I hope that's not true, though if they have the sort of expansion of programs we've had in agriculture in recent years they might be expanding the number that fast).  They would like to have all HTML forms.  It's interesting to see how differently their government works than ours, as I believe I've noted before. 

CCC-910 for Market Facilitation Program

FSA now has the form approved by OMB and up and operational on its website. (Or, actually on the farmers.gov website.)

Since I've started off nitpicking the program and it's a convenient subject to blog about, some more comments. (And there aren't many people left at FSA from my time there, which is a consideration--don't want to be unfair to friends, but unfair to strangers is another matter.)

I wonder why the producer's certification only notes that failure to certify production accurately will result in loss of benefits.  I'm too lazy to check, but didn't FSA used to note penalties for false certification--18 U.S.C. something or other? I also wonder why there's no language either tying the production to the producer's farm(s) or certifying that it is the total production from all farms in which the producer has an interest.  Don't know if there's an appendix to this contract.  Nor do I know the significance of the "adjusted production" column.

I'm a bit disappointed that FSA asks for a producer's fax number, but not her email address. 

I note with some bemusement that the nondiscrimination statement has been modified since my time--I've bolded the changes.

"In accordance with Federal civil rights law and U.S. Department of Agriculture (USDA) civil rights regulations and policies, the USDA, its Agencies, offices, and employees, and institutions participating in or administering USDA programs are prohibited from discriminating based on race, color, national origin, religion, sex, gender identity (including gender expression), sexual orientation, disability, age, marital status, family/parental status, income derived from a public assistance program, political beliefs, or reprisal or retaliation for prior civil rights activity, in any program or activity conducted or funded by USDA (not all bases apply to all programs). Remedies and complaint filing deadlines vary by program or incident."

I note the farmers.gov website promises the ability to file electronically.  Maybe I've found another area to nitpick. 

No Instructions or Form for MFP

At least, I can't find any at the appropriate places on the fsa.usda website or on the farmers.gov website.  That site provides links to the other forms which are required or may be used.