The objective of the Strategic IT Renovation Plan (SPTO 2.0) is that of maximizing the ease of managing internal procedures and offering individuals improved service which mainly entails complying with Electronic Access Law 11/2007 for Citizens accessing Public Services, which enters into law on January 1, 2010.

By taking advantage of experience that already existed, namely the “Oficina Virtual” or Virtual Window, along with forms designed in PDF format, the IT team at the SPTO, led by its director, Carlos Turmo, along with guidelines set out by the Office Director, Alberto Casado Cerviño, has resulted in electronic administration. The process began in 2008 with a web application that enabled the complete electronic flow of application data based on dynamic PDF forms created by Adobe LiveCycle ES to manage applications that require the most complex procedures: Distinctive Trademark Applications, Distinctive Trademark Renewal Applications and Industrial Design Applications.

Online and offline forms
The system already entered production in April 2009 as part of Distinctive Trademark Renewal Applications, while the other two before-mentioned applications will be launched in the fall. The dynamic of this work flow is as follows: the individual, after entering the web portal and identifying himself, downloads the required application form and fills it out by activating pull-down menus or by filling in specific fields. As it's a dynamic form, only areas that require filling out are indicated based on what's already been completed.

"The advantage for the individual is that you don't have to be connected to our webpage in order to fill it out. The forms include complex subject matter and so it's not unusual to have to consult other data; they can be downloaded and completed at any time and then sent back by connecting to the web. The user receives a registration number and the Adobe PDF document that's generated already includes the required documents embedded, such as a copy of the letter of authorization or an image. This way, only one document is downloaded. Once the process has finalized, the individual receives an email with the complete application in PDF format,” explains Turmo.

The applications are connected to online payment merchants and the Treasury authority, which allows this procedure to take place before presenting or at the moment of presentation. Payment is incorporated into the PDF applications by means of bar codes. Lastly, these are then sent, by means of an application performed by J2EE technology called TRESD , to the SPTO back office where they're electronically processed with the aid of a document manager that assigns tasks and stores them in the database once they've been examined. The system has been very well received by the public. Two months after it was launched, 70 percent of Trademark Renewal Applications were presented electronically.”

The SPTO currently has a four person team from Deloitte for designing and developing forms under the direction of Maite Monteso, Area Director for Documented Information. It allows you to replicate web technology design within the forms, and in some cases with even more capabilities. And visually it's very powerful. It's compatible with the PDF/A format, which guarantees its reproduction over the long term; you can add water marks in order to differentiate original applications from copies. Adobe PDF format, because of its standardization, ensures universal access because of its popularity and so all you have to do to view it is download the Adobe Reader program at no charge. The information technology team is planning to take on the remaining procedures that it manages in this area, such as granting licenses and renewing designs.