Auto Gift Processing and Electronic Deposits via Check Scanning Process

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1 Auto Gift Processing and Electronic Deposits via Check Scanning Process Presented by: Herb Brunswick Scott Jenks Institution: Georgia Tech Foundation Tuesday, October 21, :15 PM 4:30 PM

2 Goals: Basic Requirements: Not use bar coded separator sheet Create two images with one scan: 1. Electronic Deposit 2. View documents from fundraising system Create batches by department Create running totals

3 Goals: Basic Requirements (Cont d): Automate permanent redaction Link images with transaction data Automate the creation of gift and pledge payment batches View documents Reconcile image with data Secure bank deposits

4 System requirement and configuration: Hardware Windows Server o SQL Server Desktop PC Scanner Software Windows 2008 R2 and Windows 7 SQL 2008 R2 Server Kofax Capture 10.0 Kofax Capture Network Server Kofax Transformation Modules (KTM) A2ia addon module for KTM Red Eagle Bank Manager

5 Interfaces Web Services (to get DocID from fundraising system) EMC Export Connector for Kofax (to export data and images to Application Xtender) Database Export (to export the data to fundraising system tables) Deposit Export (to export data and check image to the Red Eagle Bank Manager) File Transfer (for electronic deposit)

6 Site Configuration: Kofax Capture Network Server Central Site (KTM Server, Export) Remote Site (Scan, validation and redaction) Scanner Driver Configuration USB Connection to Desktop PC w/paper Stream IP driver

7 Scanner Settings Resolution (200 dpi for check recognition) Image Clean-up (for check and supporting documents) Automatic feeder speed (i.e. Fujitsu fi-7180) Group Configuration Alumni Athletics Development Office

8 Users Configuration Kofax Scan and validation (for creation of batches by user or by group) Batch Manager (supervises the workflow) Bank Manager Electronic Deposit Creation (for creation of bank deposit file or cash letter)

9 Batch Class Configuration For Development Office transactions Gifts and Pledge Payments (Electronic deposit, image stored in document imaging system, and store data in fundraising system) Non Gifts (Electronic deposit, image stored in document imaging system, no data stored in fundraising system) Institute Gifts (No Electronic deposit, Image stored in document imaging system, and data stored in fundraising system)

10 Form Configuration Original (Image of check) Redacted (Redacted image of check) Export Configuration Deposit (for bank deposits) Application Xtender (for document imaging system) Tables (for loading gifts, pledges and reporting)

11 Table Configuration Advance Fundraising System Gift Scan Doc (for creation of batches automatically within fundraising system by department) Non Gift Scan Doc Bank Checks (for bank reconciliation report)

12 Application Configuration and Automated Processes by Scott Jenks

13 Three Stage Process 1. Scan Operator - Scan Batch and scan documents, validate images and data 2. Bank Operator - Deposit Reconcile and submit bank deposit via the Bank Manager application 3. Gift Processor - Post Import, validate and post information to the ledger

14 Scan Operator Batch Classes: Development Office Gifts (Charitable Deposit) o Scan, store data/image, link image to fundraising system and create bank deposit Non-Gift Checks (Non-Charitable Deposit) o Scan, store data/image and create bank deposit Institute Checks (Charitable Non-Deposit) o Scan, store data/image and link image to fundraising system

15 Scan Operator Preparation Organize documents check first within batch class Create reconciliation 10-key tape Scan Checks and supporting documentation Validate image clarity, position and completeness

16

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18 Scan Operator Document Review Validate document organization and grouping Validation Validate pre-populated data against image Reconcile batch header with 10-key tape o Generate Doc_id o Generate data export (gtf_scan_doc)

19

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21 Automated Background Process Export gift/check transaction data from scan process into Advance application Link check and document images to gift transactions Check Image Split Unredacted check images exported to bank A2ia format

22

23 Automated Background Process Export gift/check transaction data from scan process into Advance application Link check and document images to gift transactions Check Image Split Unredacted check images exported to bank A2ia format Redacted images validated Additional Manual redaction available

24

25 Scan Operator Generate Daily Reconciliation Reports

26

27 Bank Operator Reconcile deposit total with Daily Bank Report Generate bank file Login to Bank URL Transmit bank file in.x9 format Send bank with reconciliation totals Receive bank confirmation

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29

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32 Gift Processing Operator Load gifts and pledges using Gift/Pledge Loader(GPL) Reconcile totals with Daily Report Review and modify ledger data and images Close batch for nightly gift processing

33

34 End User Post nightly gift processing Review gift transaction(s) with imaged documentation

35

36 Automated Background Process Export gift/check transaction data from scan process into Advance application Link check and document images to gift transactions Check Image Split Unredacted check images exported to bank A2ia format Redacted images validated Additional Manual redaction available A procedure run in the background to populate the scan staging table (gtf_scan_doc) The scan staging table is populated with check data

37 Summary

38 How did we achieve our goal and objectives: Kofax Transformation Modules (KTM): Use the check to separate transactions Create two images with one scan 1. Bank Deposit 2. Document Imaging System Permanently redact bank routing number Create the index Extract check information Create running totals

39 Kofax Capture: Batches by department Export the data Creation of gift and pledge transactions in fundraising system Export checks for electronic deposit Link images with the data View image from fundraising system

40 ?

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