FORMS AND PUBLICATIONS RENUMBERING PROJECT

As a result of a number of reorganizations in the Department of Health Services, approximately 83% of the department’s forms and publications require renumbering under current practices.   The current practice requires a change to the three letter prefix to reflect the new division name.  Using the current practice would require similar changes with future organizational changes in the department.  

The renumbering project will replace division prefixes with and ‘F’ for forms and a ‘P’ for publications.  This change will provide unique numbers for each form and publication which is independent of the organizational name.  Thus numbers for forms and publications will remain consistent regardless of any future organizational changes.  

This project has an estimated completion date of December 31, 2009.  Renumbering will impact 7,000 plus forms and publications.  

Forms and publication indexes will contain both the old number and the new number for an extended transition period.  

The projected benefits of this project are:

-      Provide a unique identifier for each form and publication that is independent of organizational unit.  

-      Eliminate potential for duplicate numbers.  (Assign new numbers in groupings to eliminate duplicate numbers). 

-      Reduce the Departments’ requirement to renumber forms and publications due to reorganization.

-      Reduce the impact of Departmental reorganizations on internal staff and external customers.

-      Streamline the process for transferring forms and publications from one organizational unit to another.

-      Maximize internal and external customer access to forms/publications.

-      Stabilize web links and other references to individual forms/publications.

-      Reduce work when posting information to Internet and Intranet listings.

-      Reduce work when updating forms/publications embedded in system applications.

-      Reduce work when updating forms/publication references in other documents such as procedures and manuals.

-      Reduce customer confusion and frustration with the inability to locate DHS forms and publications.

-      Streamline the process of transferring forms and publications between organizational units.

-      Reduce work associated with reorganizing and re-shelving paper forms and publications.