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

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. Agenda. Overview of Document Image Capture New York DMV Case Study

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

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  1. 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

  2. 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

  3. 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

  4. 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

  5. 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.

  6. ProjectGoals • 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.

  7. ProjectChallenges • 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.

  8. ProjectChallenges • 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.

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

  10. 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

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

  12. 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.

  13. 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.)

  14. Old Ticket Design

  15. New Ticket Design- UTT

  16. 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.

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

  18. 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

  19. Other Document Imaging Case Studies NYS Teachers Retirement System State University of New York

  20. 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

  21. 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

  22. SUNY Enrollment Services • Document Type: College Admissions Form & Student Inquiry Form • Mission: Process over 150K paper applications/year quickly and accurately • Challenges: • 11”x17” 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

  23. SUNY Enrollment Services • Solution: Kofax Ascent Advanced Data Capture Module (Indicius) & IBM Content Manager • Integrator: IBM Global Services • Technologies: Constrained Handprint Fields (ICR)

  24. 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

  25. 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

  26. 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

  27. What is Ascent Capture? • World’s 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

  28. Thank You! For More Information: Jeff Toren (610) 325-4488 jeff_toren@kofax.com www.kofax.com/ascent

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