Forms QuickStart NFIP IT Services User Guide Production Release 1.0 | January 2008 forms This document is a guide for the usage of the NFIP IT Services Forms application. This guide is divided into several parts. The fi rst part provides background information on the application and its benefits to NFIP stakeholders. The second part serves as a user guide for the Web-based access method for the application. The Forms was developed under the NextGen Bureau Systems Modernization Project and is released as a production application. With your suggestions and feedback, NFIP IT Services continues to improve production applications with new features and enhancements. Feel free to provide feedback by sending e-mail to nextgen@ostglobal.com or calling (202) 467-7602. Table of Contents OVERVIEW .......................................................................................................... 3 SECTION 1 ......................................................................................................... 4 FORMS OVERVIEW Forms is an NFIP IT Services application that facilitates the process of completing official NFIP forms. Incomplete or inaccurate data on NFIP forms requires additional effort on the part of FEMA personnel and other stakeholders to verify and correct forms. The purpose of Forms is to provide NFIP stakeholders with the ability to complete print-friendly, official NFIP forms in a Web-based tool that performs calculations on derived fields and validates the entry of all required fields. Forms provides a number of benefits for all NFIP stakeholders. Below is a list of major benefits. • Facilitates completion and printing of official NFIP forms The following table provides a list of the typographic conventions used in this document. Typeface Description Samples • Improved accuracy and completeness for received forms NFIP IT SERVICES FORMS Many of the forms used by the NFIP are integrated into NFIP IT Services applications, providing an electronic workflow for users to complete forms, save them for future access, submit them to FEMA for review and check the status of submitted forms. Not all forms have been integrated with NFIP IT Services applications and access to Italic Italic style is used to denote variable text that must be replaced with the appropriate value, such as filenames and form field values. It is also used for emphasis. fi lename1 default-value Bold Bold style is used to denote GUI elements and text that is to be entered, such as window or form fi eld names and keyboard input text. Start Menu cd .. Monospace A monospace font is used to denote command names, on-screen computer output and filenames. mkdirconfig.sys the forms that have been integrated is limited to pilot users. The Forms application provides all stakeholders, regardless of their affiliation with the NFIP, with the ability to complete and print NFIP forms through a Web-based portal. The Forms application provides users with the ability to complete forms, save a PDF copy to their local workstation and print a copy to submit to FEMA. Unlike those forms that are integrated with NFIP IT Services applications, information entered into Forms is not saved online for future retrieval and editing. The primary purpose of Forms is to facilitate completion and printing of the forms, not to submit the information electronically. OVERVIEW FORMS FORMS I 3 FORMS REAL-TIME PERSON-TO-MACHINE (WEB-BASED) TRANSMISSION METHOD The Forms QuickStart is a mini guide to help users get started with the NFIP IT Services Forms application. NFIP IT Services Forms is an application that allows users to complete, validate and save NFIP forms through a Web portal. This guide provides information for all users of the Forms application, including how to enter data into forms and download completed forms for saving and printing. For a complete listing of NFIP IT Services QuickStarts and additional help, refer to http://www.nfi pbureau.fema.gov/help.html. OBJECTIVES AND PREREQUISITES After reading this guide, users should possess the following skills and knowledge. Users should be able to access the Forms application. Users should be able to enter data into forms and validate the appropriate fields. Users should be able to create a PDF version of their completed forms. SYSTEM REQUIREMENTS Microsoft Internet Explorer 5.5 or better – Microsoft Internet Explorer for Windows can be downloaded for free at http://www.microsoft.com/downloads/results.aspx?productID=&freetext=IE&Display Lang=en. Adobe Reader – The Adobe Reader application can be downloaded for free at http://www.adobe.com. OPEN ACCESS All NFIP stakeholders can access the Forms application at http://www.nfi pbureau.fema.gov. Forms does not require an authorized username and password. • • • • • SECTION 1 TABLE OF CONTENTS Section 1 Table of Contents Accessing Forms ........................................5 Getting Started ...........................................6 Input Page ..................................................7 Validating Input ..........................................8 Reviewing Form Data .................................9 Download and Print Forms ........................10 Privacy Act & Paperwork Burden ..............11 FORMS I 4 FORMS ACCESSING FORMS Forms is accessible through the NFIPBureau.FEMA.Gov Web Portal. The following process describes how to access the Portal and the Forms application. 2 3 3 123 • Open Internet Explorer. Shortcuts for Internet Explorer are typically located in the Start Menu or on the Desktop. • Type http://www.nfi pbureau.fema.gov in the Address bar and press or click the Go button. • Click the Forms link. Please note that there are several Forms links on the page. All of the links will take you to the Forms application. NFIP IT Tip Please note that http://www.nfi pbureau.fema.gov requires Internet Explorer 5.5 or better. Performance on other browsers may vary. ACCESSING FORMS SECTION 1 FORMS I 5 Select a form name from the list to access the form. Note: This QuickStart will use the Statement of Full Cost of Repair or Replacement (FEMA 81-44) form for demonstration purposes. FORMS GETTING STARTED The Forms page is where users can select a FEMA NFIP form that they wish to complete. The page displays a list of claims and underwriting forms that are available for users to access. The list also includes forms that are currently under development, in order to inform stakeholders of which forms will be available in the future. GETTING STARTED SECTION 1 NFIP IT Tip This QuickStart can be accessed through the QuickStart link on the Forms page. For a complete listing of NFIP IT Services QuickStarts, please refer to http://www.nfi pbureau.fema.gov/help.html. FORMS I 6 Forms Tip A user may return to the input page to edit the values they have already entered and validated, using the Edit button on the review page. In this situation, the Reset button will not erase the contents of the form fields; instead, the fields will be re-set to the previously validated values. 1 2 3 4 INPUT PAGE ELEMENTS FORMS INPUT PAGE After selecting a form name from the Forms page, the input page used to enter form data is displayed. •1 Forms Primary Navigation Menu – These links provide access to the list of available forms, the Forms QuickStart and the Privacy Act Statement & Paperwork Burden Disclosure Notice. •2 Forms Secondary Navigation Menu – These links provide access to return to the NFIPBureau.FEMA.Gov Portal homepage, access Forms online help and logout of NFIP IT applications. FORMS VALIDATION Some of the form fields contain data validations; for instance, certain fields may be required in order to complete the form, other fi elds may require numeric entry, while others may require input of a certain length. Additionally, some form field values may be calculated based on the input in other fields; these fi elds will be indicated in gray and users will be unable to enter data in these fields. Enter data into the fields on the form. Not all fields are required, however, users should provide as much information as possible. • • 3 4 Click Continue to validate the data entered on this page and continue to the next page. Click Reset to erase the contents of the form fields and start over with data entry. INPUT PAGE SECTION 1 FORMS I 7 FORMS VALIDATING INPUT After entering data into a form and clicking Continue, the application will validate the data. If any of the data entered does not pass validation, the data entry page will be display with information on the fields that did not pass validations. The error messages that are displayed under the form name must be satisfied before the user may successfully continue. • Forms Tip Users should try to provide complete, accurate data on their forms. This should help minimize validation errors, especially with required field validations. 1 1 VALIDATING INPUT SECTION 1 FORMS I 8 FORMS REVIEWING FORM DATA After completing the form and correcting validation errors, if any, the page for reviewing form data is displayed. This page allows users to check the information they have entered and view any calculated fields. Click Edit to modify any form input elements. This will return users to the form entry page with the fields pre-populated with the information displayed on this page. Click Download|Print to create a PDF version of the form. This feature allows users to save the form to their computer and/or print a copy of the form. • • 1 2 NFIP IT Note The Adobe Reader application is required to be able to access PDF versions of forms. Refer to the System Requirements for information on how to acquire the Adobe Reader application. 1 2 REVIEWING FORM DATA SECTION 1 FORMS I 9 FORMS DOWNLOAD AND PRINT FORMS When you select the Download|Print button, a PDF version of the form will be created with the information entered by the user. • • 1 2 1 2 Clicking the Save icon will allow you to save the form to your desktop so that you can keep a copy for your records. Clicking the Print icon will allow you to print a copy of the form to your printer. DOWNLOAD AND PRINT FORMS SECTION 1 FORMS I 10 FORMS PRIVACY ACT & PAPERWORK BURDEN This page provides users with Privacy Act and Paperwork Burden information for every form that is available through NFIP IT Services Forms. •1 1 Select either the Form Number or the Form Name from the respective pull-down menu. The page will display the Privacy Act Statement & Paperwork Burden Disclosure Notice specific to that form. PRIVACY ACT & PAPERWORK SECTION 1 FORMS I 11