Scanning Scanning Provides AProvides ADifferent Different Point of Point of

ViewView

Sub-TitleSub-Title: :

Stop Shuffling Stop Shuffling Paper..Paper..

Scan those Scan those ApplicationsApplications

ASFSA ASFSA ANC ANC

Indianapolis, Indianapolis, ININ

July 2004July 2004

Nadine L. Mann, PhD, LDN, Nadine L. Mann, PhD, LDN, RDRD

CNP Director of OperationsCNP Director of OperationsPhone: 225-226-3606Phone: 225-226-3606

nmann@ebrschools.orgnmann@ebrschools.org

East Baton Rouge Parish East Baton Rouge Parish School SystemSchool System

Baton Rouge, LouisianaBaton Rouge, Louisiana

CNP used Technology CNP used Technology to Solve a to Solve a

Data Management Data Management CrisisCrisis

To scan, process, sort, To scan, process, sort, file, review and search file, review and search forfor

Multi-Child Multi-Child Applications for Meal Applications for Meal

BenefitsBenefits

1995 - 19961995 - 1996

35,000 Single 35,000 Single Child FormsChild Forms

12 Temps/2 FT 12 Temps/2 FT EmpEmp

Apps printed, Apps printed, heat sealedheat sealed

Distributed after Distributed after school startedschool started

54,000 students 54,000 students in 110 schoolsin 110 schools

1995-19961995-1996

Keyed data from formsKeyed data from forms Filed apps, alpha-order Filed apps, alpha-order

by schoolby school Utilized 5 file cabinetsUtilized 5 file cabinets Searched files for appsSearched files for apps Spent weeks preparing Spent weeks preparing

for CRE for CRE

The School Food Service The School Food Service DilemmaDilemma

Prior to 1997…Prior to 1997…

35,00035,000 single single child applications child applications had to be had to be processed within processed within the first 30 days the first 30 days of schoolof school

Applications for Meal Benefits

There were There were PROBLEMS PROBLEMS to solve !to solve !

1.1. Stacks of applications to Stacks of applications to processprocess

2.2. Short time frame for processingShort time frame for processing

2.2. Limited labor poolLimited labor pool

There were There were PROBLEMS PROBLEMS to solve !to solve !

4.4. Time-consuming retrieval of formsTime-consuming retrieval of forms

5.5. Difficulty re-filing forms to original batchDifficulty re-filing forms to original batch

6. Delays in answering parent’s questions6. Delays in answering parent’s questions

Other problems that go along Other problems that go along with the volume of forms. . . .with the volume of forms. . . .

Date Stamping the ApplicationsDate Stamping the Applications Printing Notification LettersPrinting Notification Letters

What prompted the move What prompted the move toward scanning the toward scanning the

applications?applications?

We put our heads together We put our heads together and started and started evaluatingevaluating what we were doing. what we were doing.

We questioned . . . We questioned . . .

The The APPLICATION FORMAPPLICATION FORM

We examined . . . .We examined . . . . The The PROCESSPROCESS

We learned that…We learned that…

The impact would reach The impact would reach far into the 21far into the 21stst century century

The solution needed to The solution needed to be visionarybe visionary

Needed a More Efficient . . Needed a More Efficient . . ..

Application formApplication form

Method of entering Method of entering datadata

Method of retrieving Method of retrieving formsforms

A more efficient way to date stamp A more efficient way to date stamp the applicationsthe applications

A faster method of printing letters A faster method of printing letters to parentsto parents

We needed . . . .We needed . . . .

Changed From a Single-Changed From a Single-child to a Multi-child child to a Multi-child

Application:Application:From this in 1996:

To this in 1997

District Change for Y2KDistrict Change for Y2KDistrict Change for Y2KDistrict Change for Y2K

FROM:FROM: A 6 digit SID # A 6 digit SID # UNIX Main UNIX Main

FrameFrameTO:TO: 9 digit SS#9 digit SS# Windows Student Windows Student

Information SystemInformation System

The Scannable Application The Scannable Application FormForm

1. 1. SFS SFS ManagerManager Checks for Checks for complete complete formform

2. 2. StaffStaff Checks for Checks for

omissions,omissions, Verifies data Verifies data

using OCR,using OCR, Edits DataEdits Data

RECEIVED SFS 1/12/2001

Square blocks • Promote neater writing• Enables accurate zone location

Drop out colors• Shades of RED• Used where data needs to be extracted

Data Zones• Location on form for individual data fields

Anchor Marks• Rotation correction• Base points to locate data on the form

Date Stamping --- the old Date Stamping --- the old way…..way…..

Hand StampedHand Stamped

5 pages per 5 pages per minuteminute

When you have a problem, you When you have a problem, you get resourceful !get resourceful !

We tried to use a Printer to date We tried to use a Printer to date stamp.stamp. 17 pages per minute17 pages per minute

RECEIVED SFS 1/12/2001

The Solution The Solution for EBRfor EBR

• Copy Machine

Speed: Date Speed: Date Stamps forms Stamps forms

at at 6565 pages pages per minute per minute

RECEIVED SFS 1/12/2001

RECEIVED SFS 1/12/2001

End ResultsEnd Results

Applications: Applications: Today .. Processed in 2 DaysToday .. Processed in 2 Days

Day 1Day 1 – 1300 applications 1300 applications

received and scannedreceived and scanned

Day 2Day 2– Applications processed Applications processed

and notification letter and notification letter printedprinted

– Managers receive status Managers receive status REAL TIMEREAL TIME

Searching Files for Searching Files for an an

Application FormApplication Form

The old way. . . looking and looking . . .

The New Way – The New Way – Instant Viewing of the ImageInstant Viewing of the Image

Overall Benefits of Overall Benefits of Scanning and ProcessingScanning and Processing

MULTI-CHILD APPLICATIONS :MULTI-CHILD APPLICATIONS :

Reduced costReduced cost Fewer stepsFewer steps Less laborLess labor Less storageLess storage Easy Easy

retrievalretrieval

300 % in

Productivity

More benefits of scanning and More benefits of scanning and processingprocessing MULTI-CHILD MULTI-CHILD

APPLICATIONSAPPLICATIONS . . . . . . . . Fewer MistakesFewer Mistakes More Efficient and ProductiveMore Efficient and Productive Easier Audit processEasier Audit process Flexible Data FormatFlexible Data Format Multi-Storage Plan Multi-Storage Plan

---- Server, Back-up Tape, Hard ---- Server, Back-up Tape, Hard DriveDrive

Fantastic Image

Retrieval !!

Paperwork Elimination Paperwork Elimination ActAct

(Became law October 21, 1998)(Became law October 21, 1998)

The Government Paperwork Elimination Act (GPEA) requires that when practicable, Federal agencies use

electronic forms, electronic filing, and electronic signatures to conduct official business with the

public by 2003.Implementation of the Government Paperwork Elimination Act

Office of Management and Budget http://www.whitehouse.gov/omb/fedreg/gpea2.html

•Free Lunch Applications

Landmark Ruling for Landmark Ruling for School Food AuthoritiesSchool Food Authorities

May, 2001May, 2001

USDA rulesUSDA rules . . . . . . . . . .

Scanned images, using an Scanned images, using an approved scanning/processing approved scanning/processing system and human interface, are system and human interface, are considered an original considered an original document.document.

East Baton Rouge Parish CNP East Baton Rouge Parish CNP SY 2001-2002 – the CRE YearSY 2001-2002 – the CRE Year

112 Feeding Sites112 Feeding Sites 82 Kitchens, 30 satellites82 Kitchens, 30 satellites

52,000 Enrollment52,000 Enrollment 66,000 Meals Served / Day66,000 Meals Served / Day 562 562 FT and 48 PTFT and 48 PT Employees Employees $27 $27 MILLIONMILLION Budget Budget 67% Free/Reduced Eligible67% Free/Reduced Eligible

CRE in January 2002CRE in January 2002Electronic Review of Electronic Review of

ImagesImages 12 schools12 schools 4,677 students receiving benefits4,677 students receiving benefits Images sorted by schoolImages sorted by school Electronic storage and transferElectronic storage and transfer State Agency staff reviewed State Agency staff reviewed

applicationsapplications

at their deskat their desk 23 errors, no financial penalty23 errors, no financial penalty

Off-site Review of Off-site Review of Applications:Applications:

Benefits for the Benefits for the State AgencyState Agency

1. More efficient use of SA labor1. More efficient use of SA labor

2. Cost avoidance of expenses for 2. Cost avoidance of expenses for TransportationTransportation LodgingLodging MealsMeals

Off-site Review of Off-site Review of Images: Benefits the Images: Benefits the

SFASFA

Minimize human errorMinimize human error

Eliminate paper shufflingEliminate paper shuffling

Minimize laborMinimize labor

Reduce CostReduce Cost

$4,320

$64

540 8

0

500

1,000

1,500

2,000

2,500

3,000

3,500

4,000

4,500

Labor Cost Labor Hours

ManualElectronic

EBR District Labor Cost Comparison EBR District Labor Cost Comparison to Prepare Applications for CREto Prepare Applications for CRE

Manual versus Electronic Processing

Estimated Cost to Review Estimated Cost to Review Comparable Number of Comparable Number of

Applications in Texas CREApplications in Texas CRE

$0

$500

$1,000

$1,500

$2,000

$2,500

$3,000

$3,500

$4,000

$4,500

Expenses Pay TotalDifference Onsite Review

Offsite Review

If you ask me If you ask me about Multi-about Multi-

Child Child Applications Applications and a CRE ….and a CRE ….There Is Only ONE

way to handle the process

efficiently! Electronically Scan,

Process, Sort Let the computer do

the work.

Resources Used to Scan Resources Used to Scan and Process Applicationsand Process Applications

Scannable Application Scannable Application

FormFormSheet-Feed Sheet-Feed ScannerScanner

And Software And Software . . . . . . . .. . . . . . . .

One SoftwareOne Software Program Program used by EBR:used by EBR:

MCS SoftwareMCS Software - WinFSFR - WinFSFR To read the handwriting on the form To read the handwriting on the form To verify and process scanned data To verify and process scanned data To print letters and handle verification To print letters and handle verification To search and retrieve the imagesTo search and retrieve the images To sort images for state reviewTo sort images for state review

Frequently Asked Frequently Asked QuestionsQuestions::

1. How did the parents adapt to 1. How did the parents adapt to the new application form?the new application form?

The parent writes neater and writes in the boxes --the application form has been a huge success..

FAQ:FAQ:

2. How do you process an 2. How do you process an application when a parent application when a parent writes illegibly?writes illegibly?

The same way you do if a human The same way you do if a human keyed the data – if it can’t be keyed the data – if it can’t be read, then call parent to clarify. read, then call parent to clarify. Write info on app, write the Write info on app, write the person you spoke to on the person you spoke to on the phone, initial and date, then scan.phone, initial and date, then scan.

FAQ:FAQ:

3. How do you know that you have 3. How do you know that you have processed every application that processed every application that has been submitted from a school?has been submitted from a school?

Each batch is manually counted prior to scanning, then the scanner counts…. The numbers must match. If the numbers do not match, then the apps are recounted to see who was correct the human or the machine.

Scanning TechnologyScanning Technology“Buzz Words”“Buzz Words”

Application ScanningApplication Scanning– Document Scanning to Capture the Image of an Document Scanning to Capture the Image of an

applicationapplication

RecognitionRecognition– Software engine that Interprets scanned dataSoftware engine that Interprets scanned data

VerificationVerification– Human intervention to approve questionable scanned Human intervention to approve questionable scanned

datadata

Process(Extract)Process(Extract)– Process scanned data as if it were manually keyed, orProcess scanned data as if it were manually keyed, or– Pass a data file to existing F/R Processing systemPass a data file to existing F/R Processing system

Thank you for letting me share a Thank you for letting me share a

8 year 8 year EXPERIENCEEXPERIENCE with YOU. with YOU. EElectroniclectronic

AApplicationpplication

SScanning/canning/ProcessingProcessing

IIncreasesncreases

EEfficiencyfficiency onon

RReviewseviews (CRE)(CRE)

For Information Regarding Software: For Information Regarding Software: MCS SoftwareMCS Software

www.mcssoftware.comwww.mcssoftware.com985-674-1205985-674-1205

Cheryl Meral, PresidentCheryl Meral, President