Application Processor

Application Scanning

Application scanning will allow you to scan and receive delivery bags, enter counts, edit receiving details, and review delivery bags. Application scanning displays many tracking details in regards to the Delivery Bag and its contents as well as the staff handling the application from the school through scanning completion. 

1. From the Home tab, locate the Scanned Applications group in the ribbon and click on Scan.

2. Select Scan New Delivery Bag to utilize the wizard to complete the scanning processes. The majority of Districts will use the Scan New Delivery Bag wizard. Larger districts who have designated personnel for receiving, counting, and scanning will utilize the system differently. To view those steps, please refer to Departmentalized Delivery Bags.

   • You can customize the status view of the processes you see by editing options under the Show button.

     In the Action tab, locate and click on Show. Check or uncheck the status options you wish to have appear in the Application Scanning queue tab. We recommend unchecking the Scanned status as this indicates all procedures of a delivery bag have been completed. You may also choose to Remember these Settings.

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     Note: Use the slide bar to view information collected during the application scanning process.

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3. The purpose of the Delivery Bag Receiving Information is to record information of the receipt of the Delivery Bag to the Central Office. Complete the necessary information required by your District. Then, click Ok.

   
   Delivery Bag ID - Assigned by the system (Not editable).
   Status - Assigned by the system (Not editable).
   Reference Code - The identifier used to track the delivery bag. Typically a pre-printed ID on the outside of the delivery bag.
   Received Date - Use the calendar tool to select the date the main office receives the bag.
   Sent from School By - Name of the person at the school sending the bag to the main office.
   Date Sent from School - Use the calendar tool to select the date the bag was sent from the school.
   From School - Use the magnifier icon to select which school sends the delivery bag. *Leave blank if multiple schools are included or you are unsure of the origin.
   From Location Code - Location code (if applicable). (e.g. Office, Cafeteria, Classroom)
   Reported App Count - Number of applications reported by the school.
   Reported Supporting Document Count - Number of supporting documents included with applications.
   Date Sent to Sorting - Use the calendar tool to select the date the bag was sorted.
   
   

4. The purpose of the Delivery Bag Counts is to record information of the contents reviewed by staff at the Central Office. Complete the necessary information required by your District. Then, click Ok. 
   Note: The Batch Count is the number of batches of applications in the delivery bag. e.g. The school sent 117 scannable applications sorted into batches of 25. The Batch Count is entered as 5 (4 batches of 25 and 1 batch of 17). If the school did not separate the applications into batches, you may leave the field blank.

   Applications
   Scannable Apps - Number of scannable apps in a delivery bag. *Required
   Batch Count - Number of batches in a delivery bag.
   Unrecognizeable Apps - Number of apps in the bag unable to pass the recognition process (e.g. red ink, light pencil, coffee stained).
   Rejected Apps - Number of apps that will be rejected and not scanned (e.g. a prior-year app).
   Discarded Apps - Number of apps that will be discarded (e.g. torn/duplicate apps).

   Supporting Documents
   SNAP/TANF/DC Letters - Number of supporting docs accompanying apps.
   Other Documents - Number of additional docs (e.g. Legal emancipation papers or a list of recognized homeless students).

   Informational
   Sent from School - School sending the delivery bag (Not editable).
   Sorted By - The name of the person sorting the delivery bags.
   Date Sent to Scanning - Use the calendar tool to select the date the bag is sent for scanning.
   
   

5. If you have not already done so, separate applications from supporting documentation and load your first batch of applications from this Delivery Bag into the scanner. Edit Scan Batch information if necessary. Then, click Ok.

   Page Count - Defaults to the pre-determined batch size established in System Settings or Delivery Bag Counts (the smallest of the two).
   Delivery Bag ID - System-defined ID created for the current delivery bag (Not editable).
   Batch ID - System-defined ID created for the current batch(es) of apps in the delivery bag (Not editable).
   Scan Form - Use the drop-down menu to select the correct scan form if multiple forms exist.

    

6. The batch scanning speedometer window will appear. Note the left speedometer indicated the number of applications scanned and the right speedometer indicates the number of scans processed. During the processing of scanning, applications are identified as valid or invalid and, if necessary, correctly rotates applications for Intelligent Character Recognition (ICR - which identifies handwriting).
   
   

7. After applications have been scanned, you should see a Scan Complete window. Click Ok.
   
   

8. The Scan Delivery Bag # Contents tab will appear. The Reference # should match the number on the outside of your delivery bag (if you use this method). The App Count should reflect the number of items you scanned. If all images have scanned in successfully, you will see a green check mark in the Images Ok column. If errors exist, you will be notified. You can view the images scanned by double-clicking the checkmark and then clicking on an image file in the next window. For more information on how to handle errors, refer to View Scanned Application - Additional Details.

Once you have completed scanning all batches in a delivery bag, click Mark as Scanned to change the status. Once a delivery bag has been marked as "Scanned," no additional batches should be scanned into the delivery bag and a new delivery bag must be started.

You have completed the scanning process.

Recognize

The Recognize process will validate the applications after they are scanned and prepare them for the scanning verification process (Scanning Q/A) by analyzing the handwriting on scanned apps and attempting to match them with alphanumber characters.

1. From the Home tab, locate and click on the Recognize button. You may also select Recognize from the Application Scanning tab.

2. By default, all batches are selected. If the Select None button is pushed, simply click the Select All button. To select a single row only select the Delivery Bag you wish to recognize. Then, click Recognize.
   
   

    
   You will see a series of processes running as the batch(es) you selected is being prepared for the next process.
   
   

Scanning Q/A

The Scanning Q/A (Quality Analysis) allows you to verify that information collected during the scanning process is valid, correct misinterpreted information, and perform student fuzzy match lookup. By making corrections in the Scanning Q/A process, you will decrease the amount of work in the Application Review process.

1. From the Home tab, click Scanning Q/A. You may also select Scanning Q/A from the Recognize Scanned Applications tab.

2. From the Scanning Quality Assurance tab, you may select a batch to conduct Q/A by double-clicking on a Batch ID. You may also select Auto-Select Next which selects the next batch available to perform Q/A.
   
   

3. Complete the Q/A process. As each application runs through the Q/A process, critical fields (established by the Admin in Scan Forms) will highlight in yellow. An enhanced image of the highlighted field will appear at the bottom of the screen in the Zone area. Your District may require that you clean-up the critical areas as you work through the process.

   1. Hot Keys

      • F3 - Returns to the previous field

      • F4 - Skips to the next field

      • F6 - Flags the application for review

      • F7 - Adds a comment to the record

      • F8 - Allows determination of a valid/invalid row (e.g. name has been scratched out)

      • F12 - Skips current row

      • Enter - Skips to the next field

Once you complete one student field, the student fuzzy match window will appear. The higher the score, the better match the student. Select the correct student from the list and click Match Found. If you cannot confidently match the student, click No Match Found.

Additional Q/A Actions

• Skip Row - As you work through the application, you may choose to skip a row if information is not present and move to the next field.

• Back - Moves to the previous field in the sequence.

• Next - Moves to the next field in the sequence.

• Flag for Review - Marks the entire application to be help for Application Review.

• Comments - Enter an necessary comments in regards to the application.

• Show App List - Opens a frame within the Scanning Q/A Batch window that displays the entire application list in the batch and who checked the application.
  
  

• Continue through the process for each application. When you have completed, the last application, the Batch Completed window will appear. Click Ok.
  
  

 Application Review

1. From the Home tab, select Application Review.

   1. Select Process All from the Application Review group in the ribbon. This process will attempt to confidently match students on the application to student records in the system and process any non-error-prone applications for benefits. Any applications that cannot successfully be processed will be held for review and will require further action.
      
      

   2. If your District utilizes Review Queues to work through applications, use the drop-down menu to select the review queue you work.

   3. Select an application and click Edit Application.
      Application Review provides a color-coded system to indicate the age of an application in the queue.
      Green - 0 to <5 days
      Yellow - 5 to 9 days
      Red - >9 days 
      
      

   4. Work through the application cleaning up data and problems in an attempt to process the application. After you have made all changes, you may wish to click Preview Approval to review how the application will process. 

      1. If your District utilizes various Review Queues, click Move to Review Queue and select from the available list of queues. Then, click Ok.
         
         

          

      2. In some cases, you may need to click the Edit button and enter a comment before you can make changes to an application. This creates an audit trail for each application.
         
         

See Editing an Application for Application Details.

Click Save Changes & Process. A window will appear noting the number of students processed.
Continue the same process through the rest of the student applications.

Manually Key Applications

1. From the Home tab, click Add Keyed Applications.

   1. The New Application tab will appear.

   2. Complete each section with the details provided by the household.

      See Editing an Application for Application Details.

   3. After you have completed keying all information from the application, click Save Changes & Process.

   4. An application number and batch number will be assigned to the keyed application. If the application had any problems, it will be held for review.

Reports

Delivery bag reports are available.

1. From the Home tab, click the Scan button.

   1. In the Action tab, select the delivery bag you wish to show by clicking on the row to highlight it and then click Print and select the report you wish to print. You may view, print, or export the report.

       

Show History

The delivery bag history report will be generated to show a history of who entered or made changes, the date those changes were made, which area changes were edited, and the number of counts (applications and supporting documents). 

Tally Sheet

The Delivery Bag Tally Sheet Report allows you to print a report showing delivery bag details.
Details include the following information (Some information may be blank if your District does not utilize all features of the Delivery Bag process):

Application Pipeline

The Application Pipeline report can also be run. This report will give details in regards to the applications process. Click on the link for more Application Pipeline report details.