2. Improving Government Effectiveness by Automating Data Capture: A Government Case Study Presented by: Jeff Toren Kofax Image Products Presented by: Ray Paradise NYS Dept. of Motor Vehicles AND

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. 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

6. 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.

7. 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.

8. 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.

9. 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.

10. 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.

11. 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

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

13. 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.

14. 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.)

15. Old Ticket Design

16. New Ticket Design- UTT

17. 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.

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

19. 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

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

21. 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

22. 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

23. 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

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

25. 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

26. Agenda Overview of Document Image Capture New York DMV Case Study Other State installs of Document Imaging Demos –Kofax Virtual RescanKofax Virtual Rescan –Kofax Ascent Capture with IndiciusKofax Ascent Capture with Indicius

27. 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

28. What is Ascent Capture? World’s leading capture software –75,000+ licenses sold –15,000+ installations –5,000+ customers Universal capture process for all documents and files –Captures everything from scanned paper documents to electronic files using the same proven process Listed on NYS Contract through ASAP Software

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