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Sub-TitleSub-Title: :
Stop Shuffling Stop Shuffling Paper..Paper..
Scan those Scan those ApplicationsApplications
Nadine L. Mann, PhD, LDN, Nadine L. Mann, PhD, LDN, RDRD
CNP Director of OperationsCNP Director of OperationsPhone: 225-226-3606Phone: 225-226-3606
[email protected]@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
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 . . .
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