Form Build Options

Once your department has identified the need to create a Dynamic Form, we ask that a Key Stakeholder be assigned as a single point of contact and dedicated resource to work with our Dynamic Forms ITS Business Analyst throughout the creation process of your form.

There are 2 options available to Departments and Offices across Yale University when it comes to building a paperless form within Dynamic Forms. Below are details around timelines, level of engagement required, and ITS BA support provided throughout the form build process.

1. Department build their own Form(s)
2. Pay NextGen to build the Form(s) for you

  1. Department builds their own Form(s) - This allows the department to build their form(s) with complete creative control and set their own timelines with the support of an ITS BA to help give guidance and prepare you as you go through the phases of creating a Dynamic Form.
    • Timeline – Department can create their own timeline and set their own deadline for delivery.
    • Level of Engagement – You are responsible for designing, building, testing, administering and maintaining your form.
    • ITS BA Support - The ITS BA will prepare the Key Stakeholder for each phase, so you know what to expect, how to prepare and plan accordingly as there are certain milestones that must be hit in order to move a paperless form into Production. ITS BA also offers one on one session to help acclimate you to Dynamic Forms and give guidance when planning the next steps in building your form based on your needs at that time.
      • NOTE: Availability is based on ITS BA capacity.
  2. Pay NextGen to build the Form(s) for you - You can elect to pay $150 per hour based on the complexity of the form and have NextGen Dynamic Forms build the form for you. After your Form Requirements Document is submitted, NextGen will notify you of the exact cost to have the form built and the estimated date the form will be ready for you to begin testing.
    • Timeline – Forms are normally completed within a week or so, depending on the complexity of the form being built. Timelines can be estimated, and a delivery date can be set based on your department’s needs.
    • Level of Engagement – We would expect dedicated resource time from the Key Stakeholder throughout each phase, such as:
      • Requirements/Design – Your Key Stakeholder must collect requirements or provide an existing paper-based form or Qualtrics Survey along with the documented design details to explain how you want the form built. This Requirements & Design Document is then handed over to NextGen for the form to be built.
      • Build – Key Stakeholder must be available to validate design details related to questions, content and layout throughout the build phase, as well as provide any further information requested by NextGen.
      • Testing – After NextGen builds the form, the Key Stakeholder is responsible for executing formal testing on the form and communicating any defects or issues back to NextGen so they can be resolved. 
      • Implementation & Administration – Once in Production, NextGen would hand over the Dynamic Form to the Key Stakeholder to manage moving forward.
    • ITS BA Support – The ITS BA will provide support throughout the entire process, which includes Administrative Training sessions to help resources acclimate, maintain and manage the Dynamic Form moving forward.
    • See the following pages for further information:
  3.  ITS BA builds the Form(s) for you –***We are not accepting requests at this time, but suggest you use the “Pay NextGen to build the form(s) for you” option instead***    You can submit a request to add your Form to our queue to have our Dynamic Forms ITS team build the form for you.
    • Timeline – Your form is added to our queue and addressed based on first come, first serve approach. Timing of delivery is based on the ITS BA capacity at that time and the number of forms on the waitlist. 
    • Level of Engagement – This approach requires dedicated engagement from your Key Stakeholder throughout each phase, such as:
      • Requirements/Design – Your Key Stakeholder must collect requirements and design details if no existing paper-based form or Qualtrics Survey is available.
      • Build – Key Stakeholder must be available to validate questions, content and layout details of form throughout the build phase.
      • Testing – Key Stakeholder is responsible for executing formal testing on the form.
      • Implementation & Administration – Once in Production, ITS BA would hand over the Dynamic Form to the Key Stakeholder to manage moving forward.
    • Build is done in waves requiring Key Stakeholder approval after each Wave.
      • Wave 1 - includes add all questions, content and layout. Writting in comments for conditional rules to be applied.
      • Wave 2 - Apply conditional rules, configure multiple participant settings, create Notification and Confirmation emails, Confirmation screens and other Form configurations. 
      • Wave 3 - Create conditional workflow, apply workflow rules and refine Form configurations.  
    • ITS BA Support – The ITS BA will provide support throughout the entire process, which includes Administrative Training sessions to help resources acclimate, maintain and manage the Dynamic Form moving forward.

If you are interested in having a form built, please complete our Support Request Form and a Dynamic Forms ITS Business Analyst will contact you to kick off the discussions.

Questions? Contact Dynamic Forms ITS Team by emailing DynamicForms.ITS@yale.edu