Improving Government Effectiveness by Automating Data Capture: A Government Case Study

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Improving Government Effectiveness by Automating
Data Capture A Government Case Study

• Presented by Jeff Toren
• Kofax Image Products

AND
Presented by Ray Paradise NYS Dept. of Motor
Vehicles
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Agenda

• Overview of Document Image Capture
• New York DMV Case Study
• Other State installs of Document Imaging
• Demos
• Kofax Virtual Rescan
• Kofax Ascent Capture with Indicius

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Agenda

• Overview of Document Image Capture
• New York DMV Case Study
• Other State installs of Document Imaging
• Demos
• Kofax Virtual Rescan
• Kofax Ascent Capture with Indicius

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Agenda

• Overview of Document Image Capture
• New York DMV Case Study
• Other State installs of Document Imaging
• Demos
• Kofax Virtual Rescan
• Kofax Ascent Capture with Indicius

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Background

• Manual data entry of information into legacy
  system from paper tickets.
• Had to count batches into 50 tickets and recount
  at each step in the process
• Manual processing (data entry) was 60 tickets per
  hour
• Data entry staff was 40 or more
• Manually batch and send to another unit for
  micro-fiche.

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Project Goals

• Reduce the time it takes to get from the mailroom
  to the license file.
• Increase data entry accuracy.
• Ability to audit each ticket. (Who, what, where
  it has been)
• Accessibility to tickets. Users in remote
  locations needed documents shipped.

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Project Challenges

• High Sponsor Turnover.
• Internal or external
• New sponsors needed to be sold on positive
  aspects of project
• Getting continued Federal funding.
• Selling project to employees.
• Fear for their jobs.
• Very uncertain of their futures.

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Project Challenges

• Biggest system challenge was laying the new
  system over the mainframe.
• Seagull WINJA (GUI) purchased.
• Overlay on the mainframe.
• Tickets on one side of user screen and GUI
  overlay on the other.
• Finding a mechanism for easier flow of data entry.

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Implementation

• IBM Global Services was contracted to implement
  project
• Kofaxs Ascent Capture used as a front end for
  input into a workflow agent based on product
  trust.

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Technology Components

• Ascent Capture Version 5.51 (add logo)
• INDICIUS Advanced Capture Module (from Kofax)
  Version 4.01 (add logo)
• IBM Content Manager Version 8.2

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Business Benefits Achieved

• Faster throughput
• Greater accuracy rates
• Image easier to read and archive
• Remote offices able to retrieve documents using
  e-client.

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Internal benefits

• Current staffing levels are approx. 25 data entry
  operators.
• Staff can process approx. 100 tickets per hour
  vs. 60 manually.
• Processing same level of work with less data
  entry operators.
• Easier to read ticket and GUI when side by side.
• Of the data entry operators that remain, on
  average each is doing about 50 more than before.

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Time savings with UTT Ticket

• Ticket was redesigned. Using the current ticket
  was not feasible.
• Constrained boxes created
• Allows for easier capture of each officers hand
  print.
• Wanted to capture more data in the front-end
  application.
• INDICIUS (Kofax) utilized for this portion of the
  project.
• ICR
• OCR
• OMR (Top 6 violations selected from mark sense
  zones.)

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Old Ticket Design
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New Ticket Design- UTT
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Staff Realignments

• The biggest realignment of staff was under one
  unit that copied images to micro-fiche

• 7 positions were either
• realigned to other processing areas within the
  dept.
• or
• eliminated through attrition.

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Future Vision

• Additional forms being rolled out to automate
  data entry in numerous departments
• Further usage across the state of the redesigned
  ticket.

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Agenda

• Overview of Document Image Capture
• New York DMV Case Study
• Other State installs of Document Imaging
• Demos
• Kofax Virtual Rescan
• Kofax Ascent Capture with Indicius

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Other Document Imaging Case Studies

• NYS Teachers Retirement System
• State University of New York

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Teachers Retirement System

• Document Types Membership, Loan Retirement
  Applications and more!
• Mission Offer even better customer service to
  members
• Challenges
• Get rid of paper because they were running out of
  space
• Lengthy retrieval time (1-5 days)
• Lost documents

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Teachers Retirement System

• Solution Kofax Ascent Capture Module with
  ViewStar
• Integrator ImageWork Technologies (Kofax CSP)
• Technologies Barcode Recognition Zonal OCR
• Success
• Many employees can view shared information in
  seconds
• Able to deploy more staff for customer service
• Gained significant floor space for new staff

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SUNY Enrollment Services

• Document Type College Admissions Form Student
  Inquiry Form
• Mission Process over 150K paper
  applications/year quickly and accurately
• Challenges
• 11x17 four page folded form was not scanner
  friendly
• Had to hire up to 130 temps for peak periods
• Applications were handled up to 7 times in order
  to get processed
• 3-4 week backlog prior to imaging

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SUNY Enrollment Services

• Solution Kofax Ascent Advanced Data Capture
  Module (Indicius) IBM Content Manager
• Integrator IBM Global Services
• Technologies Constrained Handprint Fields (ICR)

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SUNY Enrollment Services

• Success
• No longer need to bring on as many temporary
  staff- reduced from 130 to 40-50
• Much greater accuracy of data
• Greater efficiency through better workflow
• Applications now processed in 2-3 days
• Acceptance rate went up to reduction in time
  delay

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Agenda

• Overview of Document Image Capture
• New York DMV Case Study
• Other State installs of Document Imaging
• Demos
• Kofax Virtual Rescan
• Kofax Ascent Capture with Indicius

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Kofax Image Products

• World leader in scanning and capture technologies
• Image processing
• Adrenaline Boards
• VirtualReScan (VRS)
• Document and Data Capture Software
• Ascent Capture
• Distributed Capture Solutions
• Advanced Data Capture Modules

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What is Ascent Capture?

• Worlds leading capture software
• 75,000 licenses sold
• 15,000 installations
• 5,000 customers
• Universal capture process for alldocuments and
  files
• Captures everything from scanned paper documents
  to electronic files using the same proven process
• Listed on NYS Contract through ASAP Software

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Thank You!

• For More Information
• Jeff Toren
• [phone]
• jeff_toren_at_kofax.com
• www.kofax.com/ascent