Technical Assessment Plan for InfoPath Forms

1. Initial Inventory and Review

• Gather All Forms: Collect all 100 InfoPath forms along with any associated documentation, such as user guides, workflow diagrams, and data schemas.
• Initial Review: Conduct a preliminary review to understand the general purpose, structure, and usage of each form. This includes identifying the primary function of the form (e.g., data collection, approval process, survey).

2. Define Complexity Criteria

Simple Forms:

• Basic Data Entry: Forms primarily used for straightforward data entry with minimal fields (e.g., name, date, single-choice options).
• Minimal Conditional Formatting: Limited use of conditional formatting, such as changing field colors based on simple conditions.
• Simple Validation Rules: Basic validation rules like required fields or simple data type checks.
• No Attachments: Forms without file attachments or external data connections.

Intermediate Forms:

• Moderate Field Count: Forms with a moderate number of fields and sections, including text boxes, dropdowns, and radio buttons.
• Conditional Formatting: Use of conditional formatting to show/hide fields or sections based on user input.
• Validation Rules: More complex validation rules, such as pattern matching or cross-field validation.
• Attachments: Forms that include file attachments or connect to external data sources like SharePoint lists or databases.
• Basic Workflows: Forms with simple workflows or rules, such as email notifications or basic approval processes.

Complex Forms:

• High Field Count: Forms with a large number of fields and sections, including nested repeating sections and complex data structures.
• Extensive Conditional Formatting: Advanced use of conditional formatting to dynamically alter the form layout based on multiple conditions.
• Advanced Validation Rules: Complex validation rules involving custom code or multiple dependencies.
• Multiple Attachments: Forms with multiple file attachments or complex external data connections, such as REST API integrations.
• Advanced Workflows: Forms with sophisticated workflows, including Power Automate workflows that involve multiple steps, conditions, and integrations with other systems.
• System Integration: Forms that integrate with other enterprise systems or databases, requiring custom connectors or API calls.

3. Detailed Assessment Process

Step 1: Form Analysis

• Field Count: Count the number of fields and sections in each form. Higher field counts typically indicate greater complexity.
• Conditional Formatting: Identify and document the use of conditional formatting. Note the conditions and actions triggered by user input.
• Validation Rules: Review the validation rules applied to each field. Document the complexity and any custom code used.
• Attachments: Check for the presence and number of file attachments. Assess the complexity of handling these attachments in PowerApps.
• Data Connections: Identify external data connections, such as connections to SharePoint lists, SQL databases, or REST APIs. Document the complexity and any required configurations.
• Workflows: Determine if there are any workflows attached to the form, especially Power Automate workflows. Document the steps, conditions, and integrations involved.

Step 2: Categorization

Based on the criteria defined, categorize each form as Simple, Intermediate, or Complex. Use a scoring system to quantify complexity (e.g., assigning points for each complexity factor).

Step 3: Documentation

Document the findings for each form, including the reasons for its categorization. Create a detailed report for each form, outlining its structure, features, and complexity factors.

4. Tools and Techniques

• PowerApps: Use PowerApps to recreate the forms. Leverage PowerApps features such as galleries, forms, and controls to replicate the functionality of InfoPath forms.
• Power Automate: For forms with workflows, use Power Automate to replicate the workflows. Create flows that mirror the steps and conditions of the original workflows.
• Data Integration: Use connectors in PowerApps to integrate with external data sources. Configure connections to SharePoint, SQL databases, REST APIs, and other systems.

5. Review and Validation

• Peer Review: Have another consultant review the categorizations to ensure accuracy and consistency. Conduct a peer review session to discuss and validate the findings.
• Client Review: Present the categorizations to the client for their input and approval. Schedule a review meeting with the client to discuss the assessment results and gather feedback.

6. Planning the Conversion

• Prioritize Forms: Based on complexity and client needs, prioritize the order of conversion. Create a conversion roadmap that outlines the sequence and timeline for converting each form.
• Timeline and Resources: Develop a detailed timeline and allocate resources for the conversion process. Identify key milestones, dependencies, and resource requirements.

Features to Determine Complexity

• Field Count: More fields generally indicate higher complexity. Forms with nested repeating sections or complex data structures are more complex.
• Conditional Formatting: Extensive use of conditional formatting increases complexity. Forms with multiple conditions and dynamic layout changes are more complex.
• Validation Rules: Complex validation rules add to the complexity. Forms with custom code or cross-field validation are more complex.
• Attachments: Presence and number of attachments. Forms with multiple file attachments or complex handling requirements are more complex.
• Data Connections: Complexity of external data connections. Forms that integrate with multiple external systems or require custom configurations are more complex.
• Workflows: Presence of workflows, especially Power Automate workflows, automatically categorizes a form as complex. Forms with multi-step workflows and integrations are more complex.

Best Practices for Form Conversion

1. Simplify and Focus

• Minimize Fields: Only include essential fields to reduce user effort and improve form completion rates. Ask yourself if each field is necessary at the initial stage.
• Single-Column Layout: Use a single-column layout for better readability and easier navigation, especially on mobile devices

2. Organize and Group Related Fields

• Logical Grouping: Organize fields into logical sections (e.g., Personal Information, Address, Payment Details) to make the form less overwhelming and more intuitive
• Progress Indicators: For longer forms, use progress indicators to show users how far they have come and how much is left

3. Use Clear and Concise Labels

• Descriptive Labels: Use clear, concise labels above input fields to guide users. Avoid technical jargon and ensure labels are easily understood
• Placeholder Text: Provide placeholder text within fields to give users an example of the expected input

4. Implement Smart Defaults and Validation

• Default Values: Use smart default values where applicable to reduce user input effort (e.g., pre-fill known information)
• Validation Rules: Implement real-time validation to provide immediate feedback and prevent errors. Ensure validation messages are clear and helpful

5. Optimize for Mobile Devices

• Responsive Design: Ensure forms are fully responsive and optimized for mobile devices. Test forms on various screen sizes to ensure usability
• Touch-Friendly Controls: Use touch-friendly controls and larger input fields to accommodate mobile users

6. Enhance User Experience

• Conditional Logic: Use conditional logic to show or hide fields based on user input, making the form dynamic and reducing clutter
• Auto-Save: Implement auto-save functionality to prevent data loss and improve user experience

7. Integrate with Workflows and Data Sources

• Power Automate Integration: For forms with workflows, integrate Power Automate to replicate and enhance existing workflows
• Data Connections: Use PowerApps connectors to integrate with external data sources like SharePoint, SQL databases, and REST APIs

8. Test and Iterate

• A/B Testing: Conduct A/B testing to identify the best form design and layout for your users
• User Feedback: Gather user feedback and iterate on the form design to continuously improve usability and performance

9. Ensure Security and Compliance

• Data Protection: Implement security measures to protect user data, including encryption and secure data storage
• Compliance: Ensure forms comply with relevant regulations and standards, such as GDPR or HIPAA