After converting form data into suitable format, the data is then exported into back-office systems for processing.

As part of the administration process of traditional forms, data collected is often manually keyed into a back-office system or database, a laborious and time consuming process for team members who could be working productively on other procedures.

With non-integrated electronic forms, the wastefulness of having to key information twice (once when completed, and then again to get the data into the database) can be addressed by sending eForm data directly to these back-office systems, which are becoming increasingly open to receive data in specific XML format files (as specified by applicable XML schemas).

Back-office system data handling has varied from vendor to vendor – each requires data to be sent in a proprietary format, which often involves writing long complicated code to convert form data into the prescribed format.

Introducing XML

In previous years, there have been increasing moves to establish standardisation between the way that different back-office systems import data. Various industry initiatives encouraged vendors to converge around XML as the preferred means for sending and receiving data.

For integration into different systems, XML is raw data that is structured and labelled in pre-specified way, as defined by an XML schema. When eForm data is structured and formatted into XML according to the schema, it can then be received and processed by any system that is compatible with this data schema.

Victoria Forms XML Export

Victoria Forms has worked independently and in collaboration with customers to develop integration options to a wide range of solution endpoints:

XML Integration for HB / LCTS New Applications

To reduce the resources needed to process New Applications, Victoria Forms provides automation to the HB / LCTS application procedure, with data entered on the eForm being sent directly to the Capita Academy, Civica Open Revenues and Northgate systems. This significantly reduces the resources designated to the re-keying of information received via a paper form or non-automated eForm.

Victoria Forms is part of the working group that maintain and proposes developments for the National Benefit schema, the stringent set of rules that data must be formatted to before being sent to other systems.

The standard Victoria Forms Housing Benefit / Local Council Tax Scheme application eForm provided as part of the Benefits solution is XML integration ready, and can be turned on as soon as back office processes are finalised.

The XML Integration add-on module converts raw form data from all new Housing Benefit / Local Council Tax Scheme applications into the national standard format. Once sent to and approved by the benefit system in question, applicant data will create a new case automatically (or update an existing case where appropriate) and bypass the need for data to be re-keyed.

XML Integration for HB / LCTS Change in Circumstances

In the same manner as automating the HB / LCTS new application process, the Change in Circumstances process can also be set to send eForm data directly to the Capita Academy, Civica Open Revenues and Northgate systems, which significantly reduces the resources designated to the re-keying of information received via a paper form or non-automated eForm.

As a result of their often complex nature, change in circumstance reports frequently take up proportionally more administrative effort in a Local Authority’s benefit section then new applications for HB / LCTS.

Victoria Forms’ change in circumstances module facilitates the automatic update of records for the numerous changes to household members and income a Local Authority receives every day. In addition to the most commonly reported changes, Victoria Forms’ advanced HB / LCTS Change in Circumstances eForm also covers less frequently reported changes in detail, ensuring the whole spectrum of change reports are subject to automation efficiencies.

Victoria Forms have recently worked in collaboration with Waltham Forest Council to improve the efficiency of the automation process for specific change requests, resulting in further resource savings.

XML Integration for key Revenues Processes

For local authority users, Victoria Forms have been working to enhance the efficiency of available Revenues forms. The developments made to the Revenues automated module allows eForm data to be sent to and update Revenue systems automatically, without the need for administrative intervention (following a similar process to direct Housing Benefit / Local Council Tax integration).

Victoria Forms have enhanced the Revenues Integration module in partnership with Ashford Borough Council. Key processes that necessitate prompt issuing of bills to ensure better recovery rates were identified and became the focus of development. Ashford Borough Council advised on all of the nuances of automating complicated transactions into their administrative systems.

As a result of this collaborative effort, the listed Revenues integration options have been improved or newly developed (with additional processes planned), and are compatible with Capita Academy, Civica Open Revenues and Northgate systems –

Direct Debit (Council Tax and Business Rates)
Single Person Discount Application
Single Person Discount Removal
Council Tax Refund Request
Moves Out
Moves In
Moves Within
Additional Council Tax Discounts

XML Integration for Licensing and Environment Health

The Victoria Forms solution for Licensing and Environmental Health comes with a library of ready-to-use template eForms, branded to your Authority, giving you an immediate return on investment and maximising customer self-service for legally prescribed Licensing and Environmental Health applications and notifications.

Combined with Victoria Forms’ Licensing and Environmental Health Payments Module, in-form payments can be taken with integrated Back-Office systems for both Payments and Licensing management, removing the costly re-keying of data by your team. Direct Licensing Integration is compatible with any open back-office system – after eForm submission, data is exported as a formatted XML file that adheres to rules set by the specific back-office system, i.e. once accepted by the system, new cases will be set up or existing records updated automatically.

The ability to integrate with licensing system lookups (e.g. holder address and premises address) and intelligent form level validations ensure applications are submitted error-free and with 100% reliability during completion, reducing your administration costs and providing a secure, reliable solution that will deliver proven efficiencies to your Authority.

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XML Integration with Custom Projects

Victoria Forms is willing to investigate the feasibility of customising or creating bespoke integration processes.

Data collected on a Victoria Forms eForm can be exported to other systems in a simple, open XML format. Victoria Forms can work independently or with organisation programmers to write custom code to produce data in a relevant format before sending it on to all manner of administrative systems.