Smart Forms 2011

 Overview of Smart Form Process Flow  Print the Form  Fill in the Form  Scan and Upload the Form  Adsystech’s Smart Form Technology  Registration Process  Smart Form Process Flow  Understanding Initial Procedures  Scan, Process, and View Information  Search and Edit Fields  Smart Form Management Page  Questions & Answers Smart Forms Session Outline:

Overview Fun Fact: Smart forms are documents that can be generated from the Management Reports section, filled out quickly and easily by hand, and then scanned into the system, cutting down on the amount of time needed for data input. These forms will enable your organization to accurately enter client information into Enginuity without touching the keyboard.

Smart Form Flow

Generate and Print the Form Intake and SRAS forms are currently available Head Start forms are coming….

Generate Form(s) Select Agency Number of Sets And soon the number of Additional Members pages to be printed

Export to PDF

IMPORTANT: Print with NO Page Scaling

Fill in the Form and Scan Each page must be a separate file File format = TIFF Size =300 x 300 dots per inch File size should be around 100 Kb or smaller Document Scanners work well Picture Scanners create files about 10 times larger and this just slows down the process

Smaller is Better

The Smart Form Service is configured so it links a particular Folder with a particular Form In my case: c:\SmartFormScans\CSBG SmartForms= Intake c:\SmartFormScans\SRAS SmartForms = SRAS

Recap Each form set needs to have its own Form Set Numbers so the only thing you can copy is the Additional Member page for extra members in the HH. The forms need to be printed in the exact size (Page Scaling = NONE – eliminates differences with printable margins) Place TIFF file in proper folder so the Smart Form Service can find the file and send it to the proper place

Scan, Process, and View Forms Scan 1. Upon scanning, place form image in the “Specified” folder for your Agency or Agency Location 1 Process and View 2. Files will automatically be transferred to the system for searching and deleted from the “Specified” Folder 2

Search and Edit Fields Search and Edit Information 1.Client information is searchable after a few moments 2.Fields in red can be edited and compared with scanned form in ICR popup 3.Easily manipulate the form image - Clear red outlines after corrections have been made 1 2 3

Smart Form Management Page 1.Easy Searching of particular Form Sets 2.Ability to Verify and “Reprocess” forms 3.View Full Image and Field Specific Image 4.Quickly Correct and Save fields on forms Correct Multiple Form Sets

Registration Ensure Reference Keys are aligned Verify Adsystech Smart Form Service has been started Choose appropriate file path for scanned forms using your scanner software Place file in ICRFile folder for transfer Print and Fill Out Registration Form Tech Support will verify the form is received and a template match is confirmed on Adsystech’s ICR server *Please note that this process will occur when a meeting is scheduled. This will allow for the process to run as smoothly as possible with minimal issues.*

Smart Form Process Flow Ensure Reference Keys are aligned Verify Adsystech ICRClient Service has been started Choose appropriate file path for scanned forms Search name in Client Listing Page Place file in specified folder for transmission Check Demographics page for fields outlined in red See Smart Form Management page in Data Conversion Application role corrections Use controls on the popup page to clear red outline on fields *If fields in red, use “ICR” control *If no fields in red, successful scan YES NO Print and Fill Out Forms

Understanding Initial Procedures 1.Forms must be exported to PDF format 2.Scanned images must be saved as a.TIF 3.Transfer service must be started for successful form processing Setup Features 1 2 3

Smart Form Service Setup Connects your Folder to the Form Type via the FormSourceID

Questions & Answers