Electronic Document System

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Award Winning
Electronic Document System

• 2005 2006 Davis Productivity Awards
• 2006 Florida Sterling Showcase Champion

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Electronic Document System

• Project Selection Purpose
• Additional savings efficiencies in the
  redesigned eligibility system.
• Current system was paper driven, required 10,849
  sq ft for storage and cost 304,767 to annually
  maintain.

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Electronic Document System

• Project Objectives
• Maintain/improve performance retrieval speed.
• Achieve significant cost efficiencies.
• Simplify streamline processes.
• Increase access to information through enhanced
  technology.

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Situation Analysis

• Current Situation Analysis

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Electronic Document System

• Situation Analysis
• A variety of tools were used including
• Process Flow Chart
• Brainstorming
• Cause Effect Diagram
• Cost Analysis
• Efficiency Matrix

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Systematic Approach Action Plan Efficiency Matrix
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Electronic Document System

• Solution Determination
• Focus groups including
• Operations staff
• General Services
• Program Policy/Quality Assurance
• Budget
• Outside vendors

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Electronic Document System

• Solution Determination
• Short-term Solution
• Scaled down vendor solution
• Limited viewing capability (20 users at a time)
• Bar code indexing process
• Long-term Solution
• Develop an in-house comprehensive system

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Electronic Document System

• Comprehensive Implementation Plan
• Equipment
• Choosing/testing models/accessories,
  purchase/lease orders, delivery, data ports,
  electrical outlets.
• Staff
• Roles/responsibilities, training
• Process
• Flowchart, procedural guides
• Timeline
• Based on service center relocation and closures
  to achieve maximum savings

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Electronic Document System

• Implementation
• Backend Files
• Document preparation
• Resistance Mitigation Action Plan
• Identified potential resistance and mitigation
  measures
• Quality Assurance, Validation Load Testing
• Retrieval cycle time reductions
• Daily reports

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Electronic Document System
After
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Electronic Document System

• Operational Status
• 46 Active Scanners Region Wide
• Over 1,125,000 active documents containing over 5
  million pages.
• Averaging over 5,000 documents a day containing
  over 25,000 pages.
• Currently occupying 600GB of space on the
  Storage Area Network (SAN).

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Electronic Document System

• Computer Hardware
• Dell Optiplex P4 3.2Ghz GX280 (ESS Rollout PC)
• Minimum of 256MB of RAM
• 60GB Hard Drive
• 19 inch flat screen at 1024 X 768 resolution
  (32 bit color)
• Must Authenticate to an MS Active Directory for
  Storage Area Network (SAN) Access/Security.

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Electronic Document System

• Software
• ESS Scanning Client (VB6/Oracle) Requires Oracle
  Client and appropriate TNSNAMES.ORA file.
• FileMover (VB6/Oracle) Requires Oracle Client
  and appropriate TNSNAMES.ORA file.
• Document Viewing System (ASP.net) Requires
  Internet Explorer Browser.

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Electronic Document System
Comprised of two distinct systems

• Document Storage (Scanning) System
• Document Viewing System

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Electronic Document System
Document Scanning Processing
PDF XML
Scan Client
Scan client obtains images from TWAIN complaint
device
Scan client creates PDF and XML documents stored
in C\temp folder
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Electronic Document System
Document Storage Processing
PDF XML
File Mover
File Mover Application background copies the
files to the Storage Area Network (SAN).
Storage Area Network
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Electronic Document System
Document Processing
PDF XML
PDFGrabber
PDFGrabber software processes the inbound files
from the SAN, creating an Oracle record, and a
thumbnail of the PDFs first page.
PDF JPG
Once processed, indexed documents are immediately
available statewide.
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Electronic Document System

• Document Storage System Highlights
• Message system to notify workers or workgroups of
  indexed information
• Archive Box Reports
• Client demographics linked to FLORIDA
• Pre-defined document types

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Electronic Document System

• Document Storage System Highlights
• Message system to notify workers or workgroups of
  indexed information
• Works in conjunction with the Viewing System.
• Allows scanning technicians to notify any
  individual statewide or any workgroup within the
  zone of a documents receipt .

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Electronic Document System

• Document Storage System Highlights
• Archive Box Reports
• Provides the location of original documents that
  will be sent to off-site storage.
• Can be formatted by Box number and will show all
  the corresponding documents contained within the
  box
• Can also be formatted by Case number or client
  SSN which will show all the boxes containing
  documents for specified client.

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Electronic Document System

• Document Storage System Highlights
• Client demographics linked to FLORIDA
• Data entry in any of the demographics fields
  initiates a search of a FLORIDA extract to ensure
  a match.

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Electronic Document System

• Document Storage System Highlights

• Pre-defined document types
• Provide for organization
• User access is restricted by document type

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Electronic Document System
Document Viewing Processing
SAN
Web Viewer
The viewing system (browser based) then allows
workers to search the database for scanned
documents.
Document Images
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Electronic Document System

• Document Viewing System Highlights
• Workload Distribution
• Courtesy Notification
• Error Reporting
• Enhanced Reports

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Electronic Document System

• Document Viewing System Highlights
• Workload distribution
• Allows documents to be distributed automatically
  to workers within various workgroups based upon a
  pre-defined user threshold.
• Supervisors can monitor workload and assign users
  where needed most.
• Supervisors can activate the Auto Clear option
  for users which will clear unworked assignments
  and redistribute the next day for first
  available.

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Electronic Document System

• Document Viewing System Highlights
• Courtesy Notification
• Processors can create a request to be notified
  automatically when a document is scanned on any
  given case.
• Messages appear in their Inbox

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Electronic Document System

• Document Viewing System Highlights
• Error Reporting
• When mistakes happen, like a document scanned
  into the wrong case or wrong document type, any
  user can report the error.
• Reported errors are processed by the Error
  Correction workgroup using the Workload
  Distribution feature.

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Electronic Document System
Fax Processing
Faxes
PDFs
Incoming faxes are stored directly on the Storage
Area Network (SAN) as Portable Document Format
(PDF) Files.
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Electronic Document System
Fax Processing
PDF
PDFGrabber
PDFGrabber software processes the inbound faxes
from the SAN, creating an Oracle record, and a
thumbnail of the PDFs first page.
PDF JPG
In addition, the Oracle record is flagged for
workgroup processing.
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Electronic Document System
Fax Processing
Oracle Unassigned, un-indexed documents
Workload Manager
Note unindexed documents are NOT viewable in the
Web Viewing application for security reasons.
Workload Manager then assigns the documents to a
worker for processing.
Oracle Assignments By Worker
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Electronic Document System

• Workgroup Features
• Worker Assignment Level Thresholds
• Automatic Workload Reassignments
• Ability To Clear Assignments Daily
• Ability To Clear Availability Daily
• Ability To Forward Documents Between Workgroups

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Electronic Document System
Fax Processing
Oracle Assignments By Worker
Web Application
Workers can then index the document to the
correct client, or forward the document to
another workgroup for further processing.
Note unindexed documents are NOT viewable in the
Web Viewing application for security reasons.
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Electronic Document System
Enhanced Reports
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Electronic Document System

• Still to come . . .
• Statewide rollout
• Self-serve touch screens in lobbies
• Other programs
• Legal,
• Family Safety/Protective Services

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Electronic Document System

• System Benefits
• Cost efficient
• Streamlined case processing
• Security increased
• Accessibility of documents improved
• Elimination of paper file relocation, storage and
  destruction

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Electronic Document System

• Projected Regional Savings

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Electronic Document System

• Lessons Learned
• Action Plan
• Teamwork
• Quality Assurance
• Repetitive Testing
• Involve Experts
• Stakeholder Feedback
• Continuous Improvement Cycle

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Electronic Document System

• Technical Point of Contact
• David Brey
• david_brey_at_dcf.state.fl.us
• Presentation by
• Denise Hicks
• denise_hicks_at_dcf.state.fl.us