Corporate Gift Request Form & Gift Catalogue

Contributed by GAN YUET LING

Current Situation:

In the past, school staff and external parties who wished to request/ purchase our school's corporate gifts would need to go to the General Office to make enquiries, browse the gift items and fill up the hard copy Request Form.

Improvement:

In concurrence with the school's digitalisation initiative, the hard copy Corporate Gift Request Form needs to be transformed into an electronic form. The initial given instructions of using Google Form is not workable as the Corporate Gift Request Form consists many fields. All fields need to be preserved and presented in the current existing layout as this is a document to be submitted to the Auditor during the annual inventory audit. After conducting research and some tests, I concluded that the most viable way is to create a fillable PDF form. The fillable PDF form enables all fields to be preserved in its existing layout. It enables users to fill up the form remotely and submit it via email, which is convenient for external parties e.g. NSAA members and PSG members. The fillable PDF form was rolled out to NSAA & PSG on 12/08/2021 and to NYGH staff on 16/08/2021. The Gift Catalogue (soft copy) will be rolled out in November. Users may refer to the catalogue for details & photos of each gift item without the need to go to the General Office to check out the physical items.