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Scanning Provides A Different Point of View

Learn how the East Baton Rouge Parish School System solved their data management crisis by implementing a scanning and processing system for meal benefit applications.

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Scanning Provides A Different Point of View

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  1. Scanning Provides A Different Point of View

  2. Sub-Title: Stop Shuffling Paper..Scan those Applications

  3. ASFSA ANC Indianapolis, INJuly 2004

  4. Nadine L. Mann, PhD, LDN, RDCNP Director of OperationsPhone: 225-226-3606nmann@ebrschools.org East Baton Rouge Parish School System Baton Rouge, Louisiana

  5. CNP used Technology to Solve a Data Management Crisis To scan, process, sort, file, review and search for Multi-Child Applications for Meal Benefits

  6. 1995 - 1996 • 35,000 Single Child Forms • 12 Temps/2 FT Emp • Apps printed, heat sealed • Distributed after school started • 54,000 students in 110 schools

  7. 1995-1996 • Keyed data from forms • Filed apps, alpha-order by school • Utilized 5 file cabinets • Searched files for apps • Spent weeks preparing for CRE

  8. The School Food Service Dilemma Prior to 1997… 35,000 single child applications had to be processed within the first 30 days of school Applications for Meal Benefits

  9. There were PROBLEMS to solve ! • Stacks of applications to process • Short time frame for processing • Limited labor pool

  10. There were PROBLEMS to solve ! • Time-consuming retrieval of forms • Difficulty re-filing forms to original batch 6. Delays in answering parent’s questions

  11. Other problems that go along with the volume of forms. . . . • Date Stamping the Applications • Printing Notification Letters

  12. What prompted the move toward scanning the applications?

  13. We put our heads together and started evaluating what we were doing. We questioned . . . The APPLICATION FORM We examined . . . . The PROCESS We learned that…

  14. The solution needed to be visionary The impact would reach far into the 21st century

  15. Needed a More Efficient . . . Application form Method of entering data Method of retrieving forms

  16. We needed . . . . • A more efficient way to date stamp the applications • A faster method of printing letters to parents

  17. Changed From a Single-child to a Multi-child Application: From this in 1996: To this in 1997

  18. FROM: A 6 digit SID # UNIX Main Frame TO: 9 digit SS# Windows Student Information System District Change for Y2K

  19. RECEIVED SFS 1/12/2001 The Scannable Application Form 1. SFS ManagerChecks for complete form 2. Staff • Checks for omissions, • Verifies data using OCR, • Edits Data

  20. Anchor Marks • Rotation correction • Base points to locate data on the form Data Zones • Location on form for individual data fields Drop out colors • Shades of RED • Used where data needs to be extracted Square blocks • Promote neater writing • Enables accurate zone location

  21. Date Stamping --- the old way….. Hand Stamped 5 pages per minute

  22. When you have a problem, you get resourceful ! RECEIVED SFS 1/12/2001 We tried to use a Printer to date stamp. 17 pages per minute

  23. The Solution for EBR RECEIVED SFS 1/12/2001 • Copy Machine • Speed: Date Stamps forms at 65 pages per minute

  24. RECEIVED SFS 1/12/2001 End Results

  25. Day 1 1300 applications received and scanned Day 2 Applications processed and notification letter printed Managers receive status REAL TIME Applications: Today .. Processed in 2 Days

  26. Searching Files for an Application Form The old way. . . looking and looking . ..

  27. The New Way – Instant Viewing of the Image

  28. Overall Benefits of Scanning and ProcessingMULTI-CHILD APPLICATIONS : • Reduced cost • Fewer steps • Less labor • Less storage • Easy retrieval 300 % in Productivity

  29. More benefits of scanning and processingMULTI-CHILD APPLICATIONS. . . . • Fewer Mistakes • More Efficient and Productive • Easier Audit process • Flexible Data Format • Multi-Storage Plan ---- Server, Back-up Tape, Hard Drive Fantastic Image Retrieval !!

  30. Paperwork Elimination Act(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

  31. Landmark Ruling for School Food Authorities • May, 2001 • USDA rules . . . . . • Scanned images, using an approved scanning/processing system and human interface, are considered an original document.

  32. East Baton Rouge Parish CNP SY 2001-2002 – the CRE Year • 112 Feeding Sites • 82 Kitchens, 30 satellites • 52,000 Enrollment • 66,000 Meals Served / Day • 562 FT and 48 PT Employees • $27 MILLION Budget • 67% Free/Reduced Eligible

  33. CRE in January 2002Electronic Review of Images • 12 schools • 4,677 students receiving benefits • Images sorted by school • Electronic storage and transfer • State Agency staff reviewed applications at their desk • 23 errors, no financial penalty

  34. Off-site Review of Applications:Benefits for the State Agency 1. More efficient use of SA labor 2. Cost avoidance of expenses for • Transportation • Lodging • Meals

  35. Minimize human error Eliminate paper shuffling Minimize labor Reduce Cost Off-site Review of Images: Benefits the SFA

  36. EBR District Labor Cost Comparison to Prepare Applications for CRE Manual versus Electronic Processing

  37. Estimated Cost to Review Comparable Number of Applications in Texas CRE

  38. If you ask me about Multi-Child Applications and a CRE …. There Is Only ONE way to handle the process efficiently! Electronically Scan, Process, Sort Let the computer do the work.

  39. Resources Used to Scan and Process Applications Scannable Application Form Sheet-Feed Scanner And Software . . . . . . . .

  40. One Software Program used by EBR: MCS Software - WinFSFR • To read the handwriting on the form • To verify and process scanned data • To print letters and handle verification • To search and retrieve the images • To sort images for state review

  41. Frequently Asked Questions: 1. How did the parents adapt to the new application form? The parent writes neater and writes in the boxes --the application form has been a huge success.

  42. FAQ: 2. How do you process an application when a parent writes illegibly? The same way you do if a human keyed the data – if it can’t be read, then call parent to clarify. Write info on app, write the person you spoke to on the phone, initial and date, then scan.

  43. FAQ: 3. How do you know that you have processed every application that 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.

  44. Scanning Technology“Buzz Words” • Application Scanning • Document Scanning to Capture the Image of an application • Recognition • Software engine that Interprets scanned data • Verification • Human intervention to approve questionable scanned data • Process(Extract) • Process scanned data as if it were manually keyed, or • Pass a data file to existing F/R Processing system

  45. Thank you for letting me share a 8 year EXPERIENCE with YOU. Electronic Application Scanning/Processing Increases Efficiencyon Reviews(CRE)

  46. For Information Regarding Software: MCS Software www.mcssoftware.com 985-674-1205 Cheryl Meral, President

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