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Procedure



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Introduction 

SeamlessDocs Business Procedure step by step guideline.


Process Overview

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Procedures

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titleProcedure 1


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titleDownload SeamlessDocs Templates 



UI Steps
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UI Step

Download the attached SeamlessDocs template (word file). Use this document to add top-of-page text or a blurb about the from, section names, and/or certification statements (if any) to the form.


UI Step

Download the attached Data Dictionary (excel file). List all of the data fields you'd like to capture in the form (including attachments) in the attached file. 


UI Step

Download the attached Email SeamlessDocs template (word file). There's some pre-written material to get you started. SeamlessDocs will send the first two notices. When the form is submitted, the first one appears on the screen. The second will be in the email copy that the user and an internal mailbox are sent after the application is submitted. Additionally, please prepare any manual email notifications you may send out during the form review process as part of the Marketing evaluation. The examples in the file are from program applications that are typically approved or rejected. 


UI Step

Share completed SeamlessDocs Templates with the Strategic Operation Team (Shaun/Sheila) to get started.


UI Step

Strategic Operation Team (Shaun/Sheila) will create a draft SeamlessDocs form and share it with the Program Manager.




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titleProcedure 2


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titleReview and Approve the Draft SeamlessDocs form



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UI Step

Review after receiving the SeamlessDocs draft form link from the Strategic Operations team 


UI Step

Make any necessary changes required and share it via email.


UI Step

After a final review of the draft form send Approval to Strategic Operation to start getting required Approvals.




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titleProcedure 3


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titleConnect with your Department’s Attorney



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UI Step

Connect with your Department’s Attorney to confirm any legal statements (Terms & Conditions, Attestation, E-signature). If applicable Work with your department’s attorney to draft legal statements that may need to be included in the form. 


UI Step

Share legal's confirmation or legal statement with the Strategic Operations team.




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titleProcedure 4


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titleOpen a Data Governance Ticket



Info

Data Classification Data Classification (C-I-A) Guidelines


UI Steps
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UI Step

The Strategic Operations team will connect the Program manager with Data Governance to classify Data fields on the SeamlessDocs form.


UI Step

A Data Governance ticket will need to be created in order to Classify the Data. Link to the ticket creation.


UI Step

Information Asset Worksheet ticket creation

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Ticket Creation Steps



UI Step

Data Governance will schedule a meeting to go over the Information Asset Worksheet.

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Ticket Creation Steps



UI Step

Once Data is classified (Low or High) by the Data Governance team a copy of the Data Dictionary will be shared with the PM and the Strategic Ops team.

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Ticket Creation Steps





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titleProcedure 5


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titleComplete E-signature Analysis with Contracts



UI Steps
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UI Step

Once legal confirms a (Terms and Conditions or Attestation) will be required on the form. PM will need to work with Tom Rood (Contracts) to complete the E-signature template and then route it to NEIS for Sara LeCain’s review and approval. The Strategic Operation team can connect PM with Tom once we have a solid draft of the SeamlessDocs form.


UI Step

After completing the E-signature template with Legal an updated version of the (Terms and Conditions or Attestation will be provided to be included in the SeamlessDocs form)




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titleProcedure 6


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titleContent Review for SeamlessDocs form is done by Cory Nicosia in Marketing. 



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UI Step

A Marketing ticket will be initiated by the Strategetic Operation team to complete the content review.


UI Step

Marketing needs about 2 weeks to complete a SeamlessDocs form review.


UI Step

After 2 weeks, marketing will share the SeamlessDocs form and email templates with comments.


UI Step

PM will accept marketing input for inclusion on the SeamlessDocs form.




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titleProcedure 7


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titleTest final version of SeamlessDocs form



UI Steps
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UI Step

Submit test application to ensure all SeamlessDocs fields are correct.


UI Step

Approve SeamlessDocs form to be launched.


UI Step

The Strategic Ops team will reset the tracking number and delete all test submissions.


UI Step

SeamlessDocs Form is ready for deployment.






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