Water Resources Division CPAC Web Page

Over the past several years, the Water Resources Division has used FrameMaker 4 templates that were created for most of the forms WRD employees need. The purpose of this memo is to provide details on how the USGS will use administrative forms in the future and guidance on what to do in the interim.

Now that USGS is migrating to one collaborative communications system (Lotus Notes), it makes sense to develop one forms solution for all USGS personnel that works with email and even begins to incorporate a workflow process. The Office of Program Support (OPS), under the leadership of Ken Moss, is working with an on-site Lotus contractor (Tech Wizards) to develop a forms management plan, to create commonly used USGS forms electronically, and to train USGS personnel on forms creation. Programming is underway on the first phase of forms in the Lotus environment. In the near future, a forms team will be created to include representatives from all administrative offices and program divisions. These first 11 forms may be available in Lotus Notes as early as March 2000, with others to come later:

9-2015	Performance Appraisal
DI-2002	Employee Work Plan
9-090	Exit Clearance form
9-3085	Award Certificate
9-1205	Approve Overtime
9-1782	Self Service Charge
9-64	Property Transfer
SF-71	Application for Leave
9-1888	General Parking Permit
9-2048	Opac billing Request
DI-1934	Property Pass

Until forms are ready for use in Lotus Notes, WRD users are encouraged to continue to use form templates in FrameMaker on the Data General or other platforms. Although many of the FrameMaker 4 templates work correctly in the current version of FrameMaker (version 5.5.6), a few are problematic. As an interim solution OPS has made 44 administrative forms available on the OPS Web Business Applications site:

https://interactive.usgs.gov/eft/logon.asp

These forms are in Adobe Acrobat PDF format and can be filled out and printed. Users are advised to access this web site with Microsoft (MS) Internet Explorer (IE) 5 browser rather than Netscape, as input and printing does not work with Netscape (mostly on multi-page forms). As a part of Microsoft Office 2000, all USGS employees have a license for MS IE 5. Adobe Acrobat 4.0 is required in order to use this web site. The Acrobat 4.0 READER is available for Windows, UNIX, and Macintosh, and may be downloaded freely from the Adobe WWW site:

http://www.adobe.com/products/acrobat/readstep.html

Those who only need to fill out and print forms on the Web can get by with the free Acrobat 4 Reader, but if you want to save these filled-out forms, you need the full Acrobat product (Adobe Catalog, Distiller, Reader, and Acrobat).

NOTE: FrameMaker 5.5.6 comes with Adobe Acrobat 3.x. Acrobat 3.x includes Catalog, Distiller, Reader, and Acrobat. Acrobat Distiller is needed to create Adobe Portable Document Format (PDF) files from FrameMaker files. Acrobat 3.x is a free companion product and is not upgradeable. The current version of Acrobat is 4.05 and runs on Windows and Macintosh systems. Users who need to create PDF files will need the full-blown version of Acrobat 4. The full-blown version of Acrobat 4 may be purchased from any Adobe authorized reseller. Visit the following Adobe web site to find the nearest Adobe reseller:

http://www.adobe.com/store/otherplaces/uscanada/main.html

Retail cost is $249 each, but USGS users may be able to get a Government discount.

If you have difficulties installing Adobe Acrobat 4 or MS IE 5, please contact your System Administrator or the USGS Help Desk 703-648-7300. Questions regarding forms use in WRD may be directed to Terry Reinitz (treinitz).