Auto Gift Processing and Electronic Deposits via Check Scanning Process

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Auto

Gift

Processing

and

Electronic

Deposits

via

Check

Scanning

Process

Presented by: Herb Brunswick Scott Jenks

Institution: Georgia Tech Foundation

Tuesday, October 21, 2014 3:15 PM – 4:30 PM

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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

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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

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

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 5.5.2 (KTM)

• A2ia addon module for KTM

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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)

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Site Configuration:



Kofax Capture Network Server

• Central Site (KTM Server, Export)

• Remote Site (Scan, validation and redaction)



Scanner Driver Configuration

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

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

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

Users Configuration

 Kofax

• Scan and validation (for creation of batches by user or by group) • Batch Manager (supervises the workflow)

 Bank Manager

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

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)

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

Form Configuration

 Original (Image of check)

 Redacted (Redacted image of check)



Export Configuration

 Deposit (for bank deposits)

 Application Xtender (for document imaging system)

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

Table Configuration



Advance Fundraising System

• Gift Scan Doc (for creation of batches automatically within fundraising system by department)

• Non Gift Scan Doc



Bank

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Application Configuration and

Automated Processes

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

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

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

Scan Operator



Batch Classes:

• Development Office Gifts (Charitable Deposit)

oScan, store data/image, link image to fundraising system and

create bank deposit

• Non-Gift Checks (Non-Charitable Deposit)

oScan, store data/image and create bank deposit

• Institute Checks (Charitable Non-Deposit)

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

Scan Operator



Preparation

• Organize documents check first within batch class

• Create reconciliation 10-key tape



Scan

• Checks and supporting documentation

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

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}

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

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

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

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

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

Scan Operator

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

Bank Operator



Reconcile deposit total with Daily Bank Report



Generate bank file



Login to Bank URL

• Transmit bank file in .x9 format



Send bank email with reconciliation totals

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Gift Processing Operator



Load gifts and pledges using Gift/Pledge Loader(GPL)



Reconcile totals with Daily Report



Review and modify ledger data and images

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End User



Post nightly gift processing

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

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)

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

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

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

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

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