2019 eRecords Embrace Dig Final - Texas...JAD Sessions –What are they? JAD sessions are highly...
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10/18/2019 1 Embracing Digitization: How to Innovate Document Processing and Leverage Automation Dorothy Garretson, Adriana Vazquez, Alexander Webb City of Austin Office of the City Clerk Chris Legnon Regional Director, IQBG Inc. TSLAC eRecords 2019
Transcript of 2019 eRecords Embrace Dig Final - Texas...JAD Sessions –What are they? JAD sessions are highly...
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Embracing Digitization:How to Innovate Document Processing and Leverage Automation
Dorothy Garretson, Adriana Vazquez, Alexander Webb
City of Austin Office of the City Clerk
Chris LegnonRegional Director, IQBG Inc.
TSLAC eRecords 2019
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Office of the City ClerkAustin, Texas2
Agenda• The Problem and the Solution• The Project• JAD (Joint Application Development) Sessions• Business Area 1: Office of the City Clerk• Business Area 2: Austin Public Library• Business Area 3: Austin Public Health Office of Vital Records• Business Area 4: Austin Public Health Austin Healthy Adolescent Program
• Lessons Learned• Future Projects
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The Problem• City’s document management system no longer supports legacy scanning solution
• Siloed support agreements and costs• Internal expertise of tool lost (retirements, transfers, etc.)• Optical Character Recognition (OCR) errors• Hardware beginning to fail• Complex Licensing (page count, client installs & scanners)
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The Solution
• Document management system vendor offered a solution More flexible licensing (page counts only) Support rolled into existing document management system maintenance agreement
Newer tool with advanced features (machine learning, better OCR, support of diacritical marks)
• Software purchased through existing service agreement• Implementation partners available through Texas Department of Information Resources
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The Project“Install OpenText Capture Center. Replicate Existing Kofax Configurations. Turn off Kofax.”
• Procure Capture Center License and Maintenance• Infrastructure Build / Capture Center Installation / Capture Center Configuration and Setup
• Capture Center / eDocs Integration• eDocs Configuration• End User and Technical User Training• User Acceptance Testing (UAT)• Deployment and Go‐Live• Documentation (Functional and Technical Design, Test Plan)
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JAD Sessions – Expectations in IT Projects
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JAD Sessions – Project Methodology
Requirements Design Development Testing Deployment
Waterfall Methodology
Hybrid‐Agile Methodology
•Functional•Technical
Documentation
•Iteration #1•Iteration #2•Iteration #3
Joint Application Design Sessions •User Acceptance
Testing•Go Live
Testing & Deployment
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JAD Sessions –What are they?
JAD sessions are highly structured, facilitated workshops that bring together customer decision makers and IT staff to produce high quality deliverables in a short period.
It consolidates months of meetings and phone calls into a structured workshop.
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JAD Sessions ‐ Participants
• Executive Sponsor• Subject Matter Experts• Facilitator• Key Users• Delivery Team
The most important item for a successful JAD Session is an….
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JAD Sessions ‐ Agenda
A JAD Session Agenda needs three items:• Features / Requirements the project team wants to demonstrate
• Comments / Feedback from the stakeholders• Action Items / Next Steps
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JAD Sessions – Agenda continued
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JAD Sessions – Feature Iteration Before & After
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JAD Sessions – Feature Iteration Before & After
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Business Area 1: Office of the City Clerk• Data Entry Automatization
Look up tables from database Combo boxes (two fields concatenated for easier input) Default fields Custom drop‐down menus More structured data entry
• Improvements Image quality Software customization and flexibility Accuracy and speed TIF and PDF files now in color
By Denelson83 ‐ Own work, CC BY‐SA 3.0, https://commons.wikimedia.org/w/index.php?curid=1067498
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Image Quality Improvement
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Scanning Software Demo
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Validation Software Demo
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Business Area 2: Austin Public Library
• Digitization of three Library Card Application types• Document recognition• Automated database look up (Sirsi)• Document storage and retention
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Austin Public Library Demo
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Business Area 3: Office of Vital Records
• Text read from OCR populates fields Users can overwrite entries if necessary
• Business rules control metadata Registration file number is 8 numerical digits with 02 prefix Date of death never before date of birth Records must be received within 10 years of event Date of event categorizes certificate into correct folder
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Office of Vital Records Demo
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Reads Diacritical Marks in Multiple Languages
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Business Area 4: Austin Healthy Adolescents• Streamline data capture, paper digitization, and reporting for AHA school visits
• Variable data type Optical Marks Handwriting Typed Font Barcodes
• Form adjustments to increase data accuracy and machine reading
• Document storage and data in eDocs• Additional data sent to department’s reporting database
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Austin Healthy Adolescents Demo
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Lessons Learned
• Granting access to your business partners takes longer than expected
• Including SMEs for their feedback and buy in is crucial to your success
• The JAD Session model facilitated a more thorough collection of requirements from SMEs
• The JAD Session model’s incremental delivery approach enabled stronger team‐based collaboration
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Future Uses
• Development Services Department Data and Document Extraction to a Legacy City Application (AMANDA)
• SharePoint Integration• City Clerk eFiling Records
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Questions?
