Improving Government Effectiveness by Automating

Data Capture: A Government Case Study

Presented by: Jeff TorenKofax Image Products

Presented by: Ray ParadiseNYS Dept. of Motor Vehicles

AND

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

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

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

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.

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.

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.

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.

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.

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

Business Benefits Achieved

• Faster throughput• Greater accuracy rates• Image easier to read and

archive• Remote offices able to

retrieve documents using e-client.

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.

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.)

Old Ticket Design

New Ticket Design- UTT

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.

Future Vision• Additional forms being

rolled out to automate data entry in numerous departments

• Further usage across the state of the redesigned ticket.

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

Other Document Imaging

Case StudiesNYS Teachers Retirement System

State University of New York

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

• 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

Teachers Retirement System

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

SUNY Enrollment Services• Solution: Kofax Ascent Advanced Data

Capture Module (Indicius) & IBM Content Manager

• Integrator: IBM Global Services

• Technologies: Constrained Handprint Fields (ICR)

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

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

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

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

Thank You!For More Information:

Jeff Toren(610) 325-4488

jeff_toren@kofax.comwww.kofax.com/ascent