Before you can scan our scanforms, you must set up your scanner and scanner software to recognize the ADM format files. Chapter 26 tells you how to set up the scanning module and prepare your third-party software to scan our forms.
After you have configured your scanning system to recognize our scanforms, you can select options to apply to every scanning session. Once these options have been set, your scanning sessions will be as automated as possible.
The Scanning Options screen allows you to set parameters that control the functionality of the scanning process and the loading of scanned data into the ADM system.
ID Match Required
This option allows you to control the integrity of the data produced by the scanning process.
The ID is required to be filled in on each scanform prior to scanning.
Because names cannot be scanned in from the scanform, the ID is the only way to identify a child.
Each ID must be unique to a child. To be assured that the ID on a scanform matches a particular child, select ID Match Required. For each new child, create a new record in Catalog and assign an ID prior to scanning. ADM will prohibit the loading of scanforms with IDs that are not in the ADM system. When you view information from the scanned forms prior to processing, you can verify the name of the child that appears in the display table.
If this option is not selected, any scanforms with an ID will be loaded into the ADM system. For forms with IDs not in the ADM system, you can enter the child's name directly into the display table. It will be possible for one child to have data linked to multiple IDs.
27
Scanning Options
Scanning Form Options
27-2 Scanning Forms
ID Symbol Substitution for Embedded ID blanks
The Scanform ID bubbles allow only digits. If your ID numbering system uses another symbol such as (-) for Social Security numbers, ADM can substitute this symbol for any blanks embedded in the bubbled ID field.
Symbol substitution affects only the ID field.
Symbol for Substitution
ID Symbol Substitution (above) must be selected. Enter the single character that will be substituted for embedded blanks in the ID.
For example:
Your facility uses Social Security numbers for IDs. Enter a dash (-) in the symbol substitution box.
The ID for a child is 005-33-1234.
Bubble the ID field as 005 33 1234. The dash will replace all embedded blanks in your bubbled ID and the ID will appear in the ADM system correctly.
These options control various features that occur during the processing phase of the scanning activity.
Automatically Load Scanned Forms
Scanned data files produced by your third-party scanning software can be loaded automatically into ADM when your scanning software is closed.
You do not have to explicitly request ADM to load scanned data files by name. The forms will be ready for processing.
Alternatively, you can manually select each scanned data file to be loaded in the Load Scanned Data screen. TELEform data must always be loaded manually.
Select Default File Type for Load Screen
This option allows you to select SDF or TXT type files as the default file type displayed in the Load Scanned Data screen. If SDF is selected then files of type SDF are displayed by default in the list of files to be loaded.
If TXT is selected then files of type TXT will be displayed.
ScanTools -- .SDF
Scanbook -- .TXT
Scan Shop -- .SDF
Scanning Process Options
Scanning Forms 27-3
# Reset button
You can restore all default scanner control files. If scanner control has been modified or becomes corrupt this button can be used to restore the scanner control files to the ADM defaults that were shipped with the software.
Start a scanning session using the Scanning >Scan screen.
# Scan Job Descriptor
The Scan Job Descriptor box lists the job configurations previously set up for your facility (see Chapter 26; Job Configuration, below).
Review the settings for each job configuration in the display area at the bottom of this screen. Select the job configuration appropriate for the current scanning session.
# Scanned for
The name initially displayed is the current user's login name. Select the user whose name will be associated with the forms about to be scanned.
All scanned data waiting to be processed are marked with the name of the Aowner@.
# Scan
When you click on the Scan button, ADM will start your third-party scanning software and begin the ADM scanning process. The progress of the scanning process is displayed in the Status box.
# Job Configuration
This section is a read-only summary of your job configuration. The job configuration cannot be changed on this screen. Information displayed:
1) the third party scanning software 2) the form types to be processed
3) whether the form definitions are loaded automatically 4) the destination path for the scanned data file
If you did not select to Automatically Load Scanned Data (see Scanning Options), you must manually select scanned data files to load into ADM.
Scanning Job Destination
This is the folder destination you selected (see Job Configuration) where your third-party software stores scanned data files.
Running a Scanning Session
Loading Scanned Data
27-4 Scanning Forms
Scanned for
The name displayed is the currently logged in user. All forms scanned in the current data session will be Aowned@ by the user selected here. Select the user who Aowns@ the forms about to be scanned.
Scanned Data Files Table
All files found in the job destination with the selected extension (.SDF or .TXT) are displayed. You can choose to display this list in date order in which they were created by your scanning software.
Select one or more files to load by clicking in the file's check box on the left.
You can Select All files and Unselect All files.
# Load Files button
All the selected files begin loading into ADM. The status of the loading process is displayed in the Status box.
As each file load is completed, the scanned data file is renamed with the load date and time and moved to a sub-folder titled FileDone.
# Next button
When the Status box reports that the Load is AFinished@, select this button to begin processing the loaded scanforms.
The list of scanned forms that were loaded from the SDF or TXT files is displayed. The list shows only those forms Aowned@ by the logged in user that were successfully loaded. Review all information in the table to be sure that each form was scanned in correctly.
# View Fatal Errors button
If this button is red, some forms were not successfully loaded. If you just scanned a form but do not see it in the displayed list, look here for the form.
# Show All Forms
Scanned forms Aowned@ by all ADM users will be displayed.
NOTE: As files are successfully loaded, they are renamed with a load date and time and moved to the FileDone folder. If you want to reprocess a file, we recommend copying the file from FileDone and renaming it before re-loading.
Process Scanned Data
Scanning Forms 27-5 A table that lists the scanned forms loaded from scanned data files is displayed. The list shows only those forms Aowned@ by the logged in user that were successfully loaded. Review all information in the table to be sure that each form was scanned correctly.
# Status
After each scanned form is loaded, a status is assigned. A form can have both warnings and errors. If errors have been resolved and warnings have been reviewed and accepted (see Errors & Warnings, below), the Status changes to OK and the form is ready to be processed.
# OK
No problems were found. This form is ready to be processed.
# Warnings
Some problems were found that don't affect the integrity of the data.
Select the Status button to view the warnings.
# Errors
Serious problems have been found. These problems must be resolved before the form can be processed. Select the Status button to view the errors.
# First, Middle, Last Names
If you have ID Match Required selected in scanning options, these fields are grey and disabled. The child's name is displayed here if you entered the name in the Catalog. If the option is not set and this ID is new to the ADM system, these fields are white and enabled. You can enter the child's name here.
# Process button
Move all scanned forms with an OK status into the ADM system.
Because ADM is constantly checking forms against information in the Catalog, a form may develop an error during processing if another form for the same child processed earlier in the set changes critical information. If the form is successfully processed it no longer appears in the display table.
After forms have been processed, they can be selected for scoring from the Score Processed Forms screen.
Scanned Data Display Table
NOTE: See Scanning Options for important information about the ID Match Required option.
27-6 Scanning Forms
When you select View Fatal Errors, this screen displays a list of scanforms that were not loaded into the ADM system because of fatal errors. Fatal errors cannot be corrected within the ADM system. The paper forms must be corrected, rescanned, and loaded again into the ADM system.
# Type
The abbreviation for the form type is displayed if ADM could recognize it. Otherwise, *** is displayed.
CBC → CBCL/4-18
TRF → TRF/5-18
YSR → YSR/11-18
# ID
The bubbled 12-digit Child ID from the form is displayed. If the ID could not be recognized , ******** may fill the field or the field may be blank.
# Litho code 1
# Litho code 2
Litho codes are unique numbers pre-printed on scanforms to allow unique identification of each form. Both litho codes from pages 2 and 3 of the form are shown as they were read from the bubble fields. Litho codes are used to ensure that the two sheets belonging to the same form are processed together. If different codes were detected for the two pages, pages 1-2 and pages 3-4 are probably from different forms.
For TELEform, the Page Link bar code will appear in both litho codes.
# Error Condition
This column contains a brief description of the cause of the fatal error.
1) Required data missing
Age, Gender or ID were not properly bubbled on the scanform.
These fields are required for ADM to accept scanned data.
2) Corrupt, 23 or Corrupt, xx
The reported number refers to a position in the SDF or TXT scanned data file where unexpected data elements were found. See Appendix A for the SDF and TXT file formats. Start and End positions will help you locate the data field with corrupt data.
3) Gender does not match Catalog information
The gender on the scanned form is different than the gender that was reported for this child from a previous form.
Scanning Error List
Scanning Forms 27-7
# Scanned
Displays the date the form was scanned into ADM.
# Clear button
The Clear button clears all fatal error information. Once the screen is cleared, the fatal error information is lost and cannot be retrieved.
ADM alerts you to problems that have been detected in a scanned form.
Warnings are informative and are intended to help you decide whether to continue processing the form or not. Errors are more serious and must be resolved before the form can be processed.
To open the Errors and Warnings screen, highlight the form that has the problems. Either select the Status button or double click on the Status column in the display table.
Some of the warnings are listed below:
Age out of range for this form
The age bubbled on the scanned form is not within the age limits for which the form was designed.
This Eval ID has been used for another form
The Eval ID for this form is not unique under the ID. Another form with this Eval ID has been previously processed. This can occur when you are loading data from a form that has already been scanned. If you accept this form to be processed you may want to delete the previous form from the Catalog.
This ID matched to an ID for a child deleted from the Catalog
A child can be deleted in the Catalog and will no longer appear on the Search Catalog list. However, this child remains in the ADM system until the supervisor permanently deletes the child's record or restores it.
# Decisions selections You can choose to:
! Accept this form to be processed
! Do not process this form
There are 3 possible errors. The error count at the top of the screen tells you how many of these errors were detected and how many have been resolved.
The Reset button restores the error to its original condition so that you can make a different decision if needed.
Scanning Errors &
Warnings
Warnings
Errors
27-8 Scanning Forms
Bubbled birthdate does not agree with Catalog birthdate
This child has previously been logged into the ADM Catalog with a different birthdate than is bubbled on the scanform. Both dates are displayed below the error. Choose the correct birthdate. The date in the Catalog will be adjusted to the date you choose here.
Calculated age does not agree with bubbled age
The age is calculated using the bubbled birthdate and test date. This age is compared with the age bubbled on the scanform. Choose the correct age for the child.
Bubbled ethnicity does not agree with Catalog ethnicity
The child has previously been logged into the ADM Catalog with a different ethnicity than what is bubbled on the scanform. Choose the correct ethnicity.
The ethnicity in the Catalog will be adjusted to the ethnicity you choose here.
One or more forms can be selected and scored for profiles, narrative reports, and cross-informant reports. (Processed forms also are available for scoring as usual under Catalog.)
The forms that are initially displayed are those that are "owned" by the logged in user.
# All users
Processed scanned forms "owned" by all ADM users will be displayed.
To select forms for scoring:
Forms can be selected by holding down the CTRL key while clicking on the forms to be scored. You can select a contiguous set of forms by holding down the SHIFT key and clicking on the first and last forms to be included.
All forms in between will be highlighted.
# Forms to Score
Only those forms that have not yet been selected for scoring will be displayed.
# Forms Selected for Scoring
Forms that have already been selected for scoring will be displayed. Once the Score button is pressed, the selected form will be selected for scoring and marked whether or not the scoring was successful. The date each form was selected is displayed in the Selected column of the display table.
Scoring Scanned Forms
Scanning Forms 27-9
# Select All button
Highlight all the displayed forms for scoring.
# Unselect All button
Deselect all selected forms for scoring.
# Score button
Begin the scoring process. The same scoring screen used in the Catalog displays for you to make the same scoring selections.
# Clear button
Remove all displayed forms from the screen. These forms will NOT be deleted from ADM. You can still select these forms for scoring through the Catalog.