Proper designing, controlled use, adequate supply and evaluation are. as we have seen above, are a few of the objective of forms control. With a view to effectively control the forms we should take the following steps. so as to plan and control the forms according to the erp office requireinents: • (i) To have a centrtliseti attthoritjv for xc rcising terms control. This is the firstbut mostimporlant step the mana:geulenthas to take ill this regard. Usually an executive of the twiddle order or lover nliddlc order, says supervisor is asked to look after the fortns control function if the erp office is large sold serves various departments of varied nature, a committee may be fonmed and a separate cell may be created for the purpose. This committee or cell may be put under tire cl: i go of a Fonns Supendsor or someone like hits for eff-.n e functioning. - (i li To collect erp office forms already in the oftice itself or romeo rat else. erp office forms be collected and pasted in the for m b ok o. in to n.i
• mainamedforthepurpose Alistofcffic-fomsbeiu u rreml. c d:=_ erp office must by prepared. The For us Supervisor mucus akin h -a a- ski acquainted with offi cc procedure and htctio 'l i ug of t he depar.r ;:; c I pi hem the forms (particular) are bemg used Tbis is r._css-rr be-._nce romls are according to procedure and functiol c of be oerrtlrni to -.lbi h the forms are required.
(iii) To classit' anti to ntark I':. forms a.mordung m al e c'.-- or ceils and need of the concerted department Tins step helps in effe -mg a s r Id for revision or Mew introduction. periodical reiiev. and a regular Stlppi.
(is) To er:lmme and anahrse the fonrLc in use with a tiers to (a) elirninnte (b) condone or (cl irr4Are. This step mav necessitate the reornisat of dl revue and review of pyre. The same n ay be undertaken in evder to make He Ho of rids r£ As- r A- 1
(r. To aRhse the of flee ro;Itine and procedure. i- tier ei-er. an or _rbauline is plarmed or a nun free 5 'O be i if it is SO planned the Rudy ot the, pried desi@ is ! 'Liz Hahn Us To Andk-n ar d take a decision in the matter in conuitati.An OH a'' '. rhea are 3n.rned with such a new introduction or o ierhauli Ag
(vi) To produce the forms. The form -zeta d -. i'l Ohs - _ to be produced Tbe same tnay either be stencil duplimt 1:- Print d I ,cending upon the number required at a given time and cost im -!- -ed in Frc u in g the forms.
(vii) To alienate the obsolete fot ms. Forms not n _s- e- nc., = I-.ed ha e -o be declared obsolete and thusbe eliminated. For flus pn.-.px -e:-s steps for getting the approval of concerned committee or aurh. am has Prim to be taken and then, if the approval comes, forms are to be -liminate Pi h proper intimation to all concerned so that the same may not be us-d buyer.
- FORMS DESIGN
Q 13. What do you understand by forms design? Discuss n this connection the 'Principles and Guidelines' which help in designing an effective e form.
Ens. The Meaning of Frrmr Design. The form design ret'ers to planmng and serialising the informations sought to sense the objectives for hjGb it is designed A well-designed form (i) simplifies the of ice methods d . ...Tjites the work, (iii) eliminates mistakes. (iv) reduces the cost of of rice options and (v) sounds well for effective trtanagement control.
rr file other hand a badly designed form (a) increases the cost of paper -and printing (bl increases the cost of labour wor thereon. (c) decreases --he orkeffiiencv, (d) Educes mistakes, (e) delays the wor, w hich affects co the On igctent control, (I') affects the flow of work. which ices not TC,sn on and (g) adversely affects the wor system and routine, and 'hi bcnrrs tne settee goodwill and prestige of the Organisahon.
PRINCIP5 OF FORMS DESIGN