Application Scanning Manual
Contents
1. y OE 9 ee Authenticate that the SSN is complete or the household member has checked the No SSN box Signature Make sure that a household member has signed the application SedinPetw3as Sut Guardian Printed Name Optional Check the Guardian has printed their name in the boxes Sul Royem Sue forces BRER gt Guardian Address Optional Validate the guardian address This is optional and can overwrite the data in the POS Depending on your POS setup it may revert back to the original O AL OEM D MEMBERS Ans e temes ta n Fume A Final Check Approve that the application is complete and accurate and sends it through to the POS import file Chapter 4 Validate Chapter 4 Validate Rules are built into the software to help you with possible issues in the software They also may force you to do certain things Any of the rules can be disabled or enabled By default all rules are turned on as long as the areas they correspond to are on your application E g not everyone has a Homeless Migrant Runaway area on their application so that rule would be disabled A mandatory rule will force you to either fix the problem with the particular area or send it to the Hold Queue for further review See Page 56 for how to view the Hold Queue Non Mandatory will flag you of the possible problem but allow you to continue on and ignore the i2. TM Chapter 5 Admin Module Documents If at any point during the school year you receive anything from the parents guardians you will want to make sure it gets attached to the student s application this is especially important during your verification time period To add documents search for the student under Validated Applications double click to launch the application and go to the Supporting Documents tab Insert the A i document into the scanner and click the Scan icon at the bottom Scan Settings of the page This will scan in the supporting documents and attach it to the selected application Note Scanning can only be done on your Scan workstation Mission Control Settings Configure basic Mission Control settings in this area Work Week Sets the number of hours daily start time and days of your district s work week Application Life Span The minimum number of days for Mission Control alerts to be activated Mission Control Areas of Mission control you would like to be visible to all users Scan Set the average down time expected between completely scanning one batch and beginning to scan the next batch Export File During the RocketSCAN Install an engineer will setup the file location where RocketSCAN will export to and where your POS will look for the file to import It is recommended not to change these settings without guidance from an Image One Su
3. Twain One of two scanner drivers supported by RocketSCAN and the most commonly used Acronym Technology Without An Intelligent Name not the real acronym It doesn t actually stand for anything Rocketscan Y Chapter 1 Introduction roduction m Congratulations on selecting RocketSCAN FMA the most automated and advanced Free and Reduced Meal Application processing system available Before the first Free and Reduced Meal Application is scanned a whole lot of things happen concurrently each year in order to be ready for processing applications Software design creation and testing form design and testing printing and printing quality control and meal application distribution Each year Image One works from the input of you our customers during the previous year and incorporates the latest technological advancements to ensure a constant improving of user experience with even faster and more accurate processing This year s technological advancements include Brand new interface Online application submission Enhanced recognition of data Improved Hold functions New audit CD functionality Ability to Print batch coversheets during the scan process RocketSCAN i Chapter 2 Document Prep cument Prep d Doc Prep Overview The first and most important step to successfully scan documents is to prepare them carefully The scanner is one of the document imaging system s more expensive and
4. E 53 Application ManageMent cccccccsccscssscececsssssesccesssonsanseacavacacassencavseeaussssaeuaeanecauauasasacacavacanesssaaeuses 55 EAA a AN E o o A 59 E ciel A ISA 61 AS corte la oriol 62 Chapter 6 Audit CD PaE a E e Sn 61 Appendix A Maintaining Your Scannner cccccsscccscesesssssceecesseeceecesssesneseceseueeeueceseseaeeeescesseeanesesesenenes 63 Appendix B System HotkeyS ccccscssssscesssssecssseecesesseeecesscseescesseeeesessenecesseesesesseuesecseuseecseneeeesessenetes 64 Appendix C e 65 AA Mm Rocketsca Ny Chapter 1 Introduction cketSCAN Product Support Image One Corp is committed to providing the best possible technical support for RocketSCAN tn and all of our products Technical support is offered on an annual Service contract basis You can reach Image One Corp toll free technical support by calling 800 956 9000 24 hours a day 7 days a week or by emailing your request to support image 1 com Call Systems Design for support 210 496 2877 ronaldh systemsdesignusa com Rocketscan E C Chapter 1 Introduction ketSCAN Terminolo Every effort has been taken to make RocketSCAN the most powerful user friendly meal application scanning system available However as with any new system there are always terms that must be defined 90 ey Application A single family applicat
5. Validate During Validation the software will guide you through the application focusing on each section one at a time We have determined that it is much more efficient to validate using the keyboard keys and to rarely use the mouse Below is a list of tasks descriptions and list of key strokes available on each task please note that your application may not include the Optional sections Foster Check Verify that the box on the application is NOT checked and that RocketSCAN read the box correctly ICT PUBLIC SCHOOLS Familh PRINT NEATLY WITHIN BOXES PLEASE USE CAPITAL D Place an X here if this applicatic who is the legal responsibility o or ward of the court Skip Secbo rth date name grade school and income of E school and personal use income enter 0 if no vp P Special Circumstance Optional iter Next task Verify if the student is Homeless Migrant or Ctrl Previous task Runaway n Move cursor tc A aw PU n If you find yourself using the mouse place the mouse somewhere out of reach like behind your monitor RocketSCAN Me ident Information Check each line of the Student s information including DOB Last Name First Name Income and Food Stamp or other state specific meal program case number Household Members Check each of the household members on the application including whether they have income or not srra Sa See b 3 ENTER THE TOTAL MORENO MEMBER Ani ta Neres imd n Parts 9
6. se 2s they don t match you will be prompted with a broken ca LO sse tore rule Hit Enter to go onto the next task Household SSN Task Check to make sure the SSN is the same number on 94 4 4 375 the application or that the no SSN box is checked The application must have a SSN number or check the no SSN box otherwise you will get a broken rule mede to ape A ee p mt e arg ae Ww 4 the schoo wil get Federal funds based on the nformabon Hit Enter to go onto the next task de understand that school officials may verify check th Chapter 4 Validate pa LIA Signature Verification Task Verify that the application is signed and dated beers To check or uncheck the box s hit the Space Bar The application must be cer wit signed or you must send it to Hold Hit Enter to go onto the next task 07274 tas eer Set eee 9 _ rm Final Check The last screen gives an overview of all the data you validated on the application You need to take a quick glance to make sure everything looks correct You will then have three options 1 Release to POS Sends the application to Export and moves on to the next application in the batch 2 Send to Hold Sends the application to Hold for further review and moves on to the next application batch 3 Start over Returns you to the Foster Check Task and erases the data You will need to revalidate the entire application Chapter 4
7. flush against the paper Scanning Batches id Itis best to have all paper facing the same direction 1 Loadthe paper into the scanner 4 Watch for folded corners 2 From the Control Buttons area click Scan Am B 3 Oncethe entire batch has been scanned use the scroll bar to view all the thumbnail images Look carefully for any exceptions such as a Invalid Barcodes b Bad Barcodes C See Page 18 for further details on these exceptions Beramsas AI OK CAvl Chapter 3 Scan 5 You will then get the Pre Save confirmation Click OK Pay special attention to the counts in the Pre Save Validation xj Pre Save Validation box If there are no attachments the Images count should Confirm you are about to save the following match the Applications Count 7 25 Application s 25 Image s OK Conca 6 Note the Batch number and click OK e If you would like a Batch cover sheet Click Print cover page It will then bring up your standard Windows Printer box Select your printer and Click OK Once printed click OK on the Post Save Validation box above This is only time you are permitted to print a NEW Batch cover sheet Post Save Validation Batch has succesfully saved Batch ID 3 Be sure to note the batch number initials of the processor and processed date on the file folder when you store the paper applications Ro
8. Ca u i i C A x a Main Viewer drag a box on the needed area and then release ME rio the mouse To go back to the full size image right click and select A Zoom Out I LH fue tee eee tae 1034 sis et aca il P a 13 4 Y 110 o ore If you leave the image viewer open you can then go back to your main Audit CD screen and select a different student application The viewer will then automatically switch to the newly selected student From the file menu you can print either just the selected or all of the applications on the Audit CD From the print options you can choose to print in application order or alphabetical order You may also choose if you want to print the notes RocketSCAN Yull Appendix A Maintaining Your Scanner endix A Maintaining Your Scanner Use pure alcohol on a soft cloth do not pour it on the glass Clean all areas inside the scanner including glass and rollers Use a can of Compressed Gas Duster to spray any loose paper or dust out of the scanner Use pure alcohol as well when you need to clean the scanner glass Let s take a look at the things NOT to use e Abrasives acetone benzene and carbon tetrachloride can all cause damage to scanner glass e sopropyl alcohol and products containing it can cause streaks e Avoid products with ammonia e Never use coarse brushes e Don t use paper towels they often leave lint e Any product that creates
9. Optional Tabs Not Exported Due to Direct Cert Not Exported Due to Meal Status Not Exported Due to Verification Not Exported Due to Direct Cert Contains all students that submitted an application and the system determined they were Directly Certified from the POS The application is sent to this tab and not exported to your POS They will remain in the tab indefinitely Not Exported Due to Meal Status Any student who has previously received an eligibility and submits another application that application and any subsequent application are NOT exported to your POS and are instead held in this queue As eligibility requirements vary from district to district and or are handled by the POS RocketSCAN recommends this feature not be enabled without discussing with your Administrator Not Exported Due to Verification If a student has been selected for verification this option will stop the application from being released to the POS Application Management Options On all of the application management tabs you can File open the application by double clicking on it and have Application History Supporting documents the following options History A workflow history for the application Date Status Operato showing a list of users that have modified the 3 23 2010 10 11 35 AM INRd ADMIN application and the date and time of the change 3 24 2010 11 01 57 AM ReadyForExport STUDENTI RocketS CAN
10. a film or streaks should be avoided e Never spray lubricants near the glass e Never spray glass cleaners directly on the glass It is important to clean your scanner on a regular basis You may want to even get in the habit of cleaning it before each use Remember not to use staples paperclips or anything metal on the glass as you don t want to scratch it If you are having a lot of electrical storms or power surges be sure to unplug the scanner RocketSCAN yr Appendix B System Hotkeys gt P B System Hotkeys Tab RocketSCAN e Appendix B System Hotkeys endix C Notes Notes are an important piece of RocketSCAN They allow you to keep virtual notes with each application Notes can be added anywhere in the RocketSCAN process from Unvalidated through to Exported Fa ication for Free To add a note you need to have the application open in a full view not on cm o em thumbnails You can do this in Validation or anywhere in Admin Application Ss Management Once you have the application open in its full view right click and select Add Note Zoom ot You then can type in the information you wish to keep with the application You do not need to add your name or date time The System will automatically include that information 11 ru te Qe mn e a Rather then adding a note each time you reference the application you may add to the initial note by right clicking on the note and select
11. ee egy tr oom B e c c eza a ores BT cr B Bem CD om a om a gam po P I S s ut ee em nd ad e e e a Student Information Task The goal is to make the bottom Final List area match what is listed on the Cr O EE 225 application Each student s information is entered OA AS individually and will be highlighted in one of three NLIS particular colors Blue RocketSCAN found a match in your POS system Please verify the correct match is selected Remember to confirm the TANF Food Stamp field as well as any Student income Red RocketSCAN did not find a match in your POS system Please check all the information and try some different combinations i e Birthday and First Name Only to see if you can find a match Also try partial matches if the name in not readable Yellow RocketSCAN found more than one match for a single student with the same last name first name and birth date Please select the correct student Once you have found a match or determined that there is no match select the student and use Alt A to add the student to the final list and move on to the next student in this section If you determine that the individual is not in school in your district you can use Alt D to delete this individual You may want to add them to the Household section in the next task Doing this will draw a line through the deleted individual RocketSCAN FMA Chapter 4 Validate e you ha
12. essential technologies however if it is damaged or sitting dormant a large percentage of the time due to poor document prep your internal costs go up as productivity goes down The key to being an efficient scanner operator is to have well prepped batches of applications strategically placed to facilitate loading and unloading of the scanner If the batches are well prepped and the mechanics of loading and unloading are quick and smooth it is possible to be very efficient at scanning and thus help overall system performance 200 9 2 009 2008 5 2 Zt 009 2008 2 a0 UD E 9 200 B Pit 009 i r4 40 8 8 2009 2008 6 2 Pil 009 v 200 8 2009 tud 3 200 B Al 009 200 8 2009 v 32008 8 70 3109 he 2008 72 At 009 200 18 2 270 DO ht lI 2008 2009 YOUR COUNTY PUBLIC SCHOOLS Family Application for Free and Reduced Price Meals Xon oem bss 0 READ INSTRUCTIONS ON BACK USE BLACK INK PRINT NEATLY WITHIN BOXES PLEASE USE CAPITAL LETTERS COMPLETE ONE APPLICATION PER HOUSEHOLD OR PER FOSTER CHILO TB Reduced Bigrarture Households with FOSTER CHILD Place an X here if this application is for a child Homeless Migrant Runaway Place an X in he appropriata bos for home ess migrant EACH FOSTER CHILD MUST BE who is the legal responsibility of a welfare agency IMI of rusaway RI If you bebeve fhe chid for whom yos are applying is omeless mgrant o a K M R OW A SEPARATE APPLICATION or ward of the court Shio Sectors 2 458549 runs Cal XXXI AGO for
13. full size image right click and select zoom out TH tt a T y Ben e Y ye e ae SSS SS ee 7 1 2 1 4 4 200m osos e ee ke F12 Delete Application Pressing F12 will permanently delete the application If deleted the Application CANNOT be recovered It would need to be rescanned from paper or resubmitted online if available fg PR Chapter 4 Validate either use your hot key Ctrl B or left click on the task section of validate Remember if you go back to a task you will be required to redo the rest of the application again You cannot jump forward again Information Panel Bottom Right progress in current batch Batch Progress Displays how many applications are left in the current batch Time Remaining in Batch RocketSCAN will only allow you a set amount of time to validate a batch default 2 hours Leaving the Validation module running can lead iin iio da hal to either a crashed computer or an inaccessible un validated batch open oi sl on the workstation of a user who forgot to log out of the application After the set time you will be automatically kicked out of the software and be required to log back in Please not that when you log back on you may get a different batch Average time to Process an Application Displays the average time in seconds per application a user processes to keep you aware of your personal efficiency The average time per application di
14. homeless or DODI 2006 000CX for mgrant status confirmation STUDENT INFORMATION Print the berth date name grade school and income of EACH ENROLLED child f you have a foster cria write STUDENT S INCOME Food Stamp or TANF Genefite yai the foster chic s brth date name gade schoo and personal use income enter TT if po personal use Income is cawad and DO NOT list any ONLY now recewe Foot Rarp m TANT bereta tat other children USE AN ADDITIONAL APPLICATION IF MORE LINES ARE NEEDED IN SECTION 3 ANDIOR SECTION 5 School List any salary wages Foster a conver case rare ize TADI CHED Thee 00 ncame ant frequmeoy le NOT your ERT card murster Student s Birth Date Student s Last Name Student s First Name Grade Name eoar 5 w 306 Wi am DO NOT pa wW Sul WRITE IN THIS 2 53 BOX T W M ALL OTHER MOUSTHOLD MEMBERS DO NOT INCLUDE THE STUDENTS LISTED ABOVE Report all mcome samed before tares and Geducthons Are you NEW do Pasco Scho Cice an Xin The ndicate income Pay Period 4 Monthty Ww zWeekhy Ga Every Other Week or su z Twice a Month by filling in the appropriate c rcie eppropiiste Gow YES AM NEW No AM NOT Ltd Laat amp Frai Figura tf vergata ng io iiis Laras watt ria bafis arkro ri Vel tere dev appa Pinion rvirursernt Zocad Security Wircowy Moore kargazary dad TO PASCO NEW TO PASCO yo heus Be sure lb incisie non anh on a laduds ad pto Fen fs strot Fb it De approcea pes Pa in the aopraprde pus period
15. on the report Select the fields you would like displayed on the report in the order you would like them displayed As you check them a number appears next to it to indicate the order FUERIS they are to be displayed You can select up to nine fields on any report Chapter 5 Admin Module A date range is not required but you may use it to narrow your records search Enter the beginning and ending dates you wish to search for only one day enter the same date twice into the provided boxes Once complete click Run Report Depending on the number of records selected it may take a few minutes for the information to display Operator Reports Application Summary and Validation History are all Operator Reports For these reports you need only select the report on the right hand side of the screen and then a date range the date range is required for Operator Reports All of the options in the Student Report box will be grayed out Application Report Shows each application processed by all of users in each date range Summary Report Shows only the total number of applications processed in each module per user Validation History Shows user statistics such as accuracy and speed for each user in the Validation Module Once you have selected the report and the date range click Run Report Query Options Save Query Saves the report options for future use Use Saved Query Retriev
16. push this button it allows buttons 3 and 4 to light up as well as display a message reminding you to go to your POS to import the data Please follow the procedure inde your POS Free amp Reduced system to import the export file Chapter 5 Admin Module 3 Refresh Student Database To ensure RocketSCAN uses an up to date copy of students from your POS click on box 3 to refresh the RocketSCAN Database Depending on your POS your POS location and your network bandwidth this process could take as little as one minute or as much as forty five Once completed a message box will appear If the Failed Refresh Message appears do not move on to the next step Repeat Step 3 If the problem continues Image One tech support olease contact Call Systems Design 210 496 2877 Successful Refresh Message Failed Refresh Message ES a x i J vas been hes been r fvaitad queceshale 4 Verify Exported Students Press button 4 to begin the process of comparing the Application ID of the exported application to the Application ID given back to RocketSCAN from your POS during Step 3 If they match they are considered exported If they do not match the student is sent back to the Hold Queue for further review Once the verification is complete both the Students Waiting and Days Since Last on Mission control should read zero 0 and the Success Rate will be 100 Application Rerouti
17. urvetetoyred Fen fw sporuvcate SCHOOLS SCHOOLS hildran DONOTINCLUDETHE Ln axvapnats pay pedos peat pay perce stuoen ts USTED ABOVE MOR fro Utan 2 yt Oei incom i ew Chen INCOME lisa Ofer SOCIAL SECURITY HUMBER The adult whe completed this a Ow yw OW w be iw Ow application must m n and cute fer SOON Se urty number A 4 y Sogyal Sec ar ty nume t n not reysi ated on Food 5 Sis p Tas V t bi UN uv V v l Foster Oui applcsorm Y you DO HOT save a Social Secunty 1 nyebher SS place an X the box provided see Pr ELT Act pur gw Pw Ww an 0 Ge Stunt on the buck c of Sis formi DO NOT HAVE A SSAI B ni UN Mi UM M iB Mi GA Ww A UM w ww MW Vw Wi VM r sa ov i j u G T SIGNATURE certily promise that 24 mformstes on this a OW ve OW Wo m wr ow eepicatuos 5 tue and tha al mire 6 reported ondensanc t gt Pal ihe schoo wi get Fojesi iunde veses on he intorrm bion Wy UN ki Un M UM No m pre understand tret schow officats may verily crece the A information understand hiat 1 purposely give false A uw W A Wo We Ww 99 information my chien may tose meal bene sd may be M 2 M D7 Gy promeculed under state and ledera datules I m RU p i ADULT SIGNATURE REQUIRED A V E B 1 p s J 1 x b ENTER THE TOTAL HOUSEHOLD MEMBERS Add the Names listed in Parts 3 amp 5 Maing Address Apt 8 E pe MALT ILM Cty State Zp Cayome Telephone Number RACE IDENTIT
18. 88 Household Total Verify the total number of members in the household o serpe ias msa mestes s RR m mmr mm tmm 0 Enter Ctri B F2 Tab Shift Tab Space Alt A Alt D Alt N Alt T Ctrl C Ctrt O Ctrl 0 Ctrl D Ctrl U Chi R Enter Ctri B F2 Tab Shift Tab Space Alt A Ait D Space Alt A Ait D Alt N Ait T Ctri R Ctri U Ctri 0 Enter Ctri B F2 Tab Shift Tab Space he Chapter 4 Validate Next task Previous task Show hotkeys Move cursor to next field Move cursor to previous fielc Toggle check box Save individual to final list Delete individual from applic Create a new individual Convert a student to a housel Turn clone TANF mode on Turn clone TANF mode off All cents fields become 00 Delete all TANFs Undelete an individual Remove individual from final Next task Previous task Show hotkeys Move cursor to next field Move cursor to previous field Toggle check box Save individual to final list Delete individual from applic Toggie check box Save individual to final list Delete individual from applic Create a new individual Convert a household membe Remove individual from final Previous task Show hotkeys Move cursor to next field Toggle check box Chapter 4 Validate Confirm the Race and Ethnicity of the family Only one may be selected PTA ARO ee dmm c IRR Ls Eo eet L 2d 12 a M o am
19. User s Manual Application Scanning SYSTEMS DESIGN User s Manual for Application Scanning Systems Design 2010 3765 Saturn Road Corpus Christi TX 78413 Phone 800 887 1828 Fax 361 851 2048 www systemsdesignusa com User s Application Scanning Manual v 2 Chapter 1 Introduction Table of Contents Chapter 1 Introduction RocketSCAN Product SUD s TT 4 Rockets AN NEHME 5 MA RTT 6 Cr Do NR 7 Chapter 2 Document Prep BUD aub UR A nn AET A EETA 9 CARENT A OO E E E en 10 Be E PP U m 11 Chapter 3 Scanning A A E A E 12 E ws 4e RM E A E OOO EEAO 13 iii T 15 SI AU oca 16 Situt4 bud TIERE 18 AR a uu E 20 cado T 21 Sa EPUM T TTE m 24 O OA SECTOR 25 Chapter 4 Validate A oo una vive E aes tceeuvens 27 E O A ESVE somes ana eens eatin dieu tanenees 28 Validating go Ciis nea 30 jp v 33 e E RR PEE OI o O O tot TtRAB 37 ae CTETUR 40 Uebel ad Niel uiti ORC E ctm 41 SH EE HIST 42 Chapter 5 Admin E NEU 43 PUT i RIOT 44 A OC 46 A iia MC PT 48 miss PEN Hc
20. Y JOptanat American latan FEE lic or African Natie Forwat tan at eno ETHNIC me Optional Of mpares Mot of Himpare ot Pirane mat ott amp het ram di tries ar Ala Nabve Arrerizan Citar Inc Haba reader Degse mari one etree ient et Latino Ong Labra Ongn 2008 2009 2008 2009 2008 2009 2008 2009 2008 2008 2008 2009 2005 2009 2008 2009 2008 2009 2008 2009 2008 2008 2008 2009 Jd d MSS Lx RocketSCAN e Chapter 2 Document Prep Prep Process There are a few key items that are very important to pay attention to while completing the prep process of the applications Sort the applications into the correct batch size for your district Recommended size 25 Applications First check each application for these three items 1 Barcode Quality If smudged or missing see Bad Barcode Application Condition on page 11 LS THC IDENTITY rw P memo 2 Signature Must Exist If missing please see Signature on page 11 3 Ink Color Black Recommended If not please see Ink Color on page 11 Next check each application in the stack for anything that may damage the scanner and or may not be read properly by the software ey Staples Remove if found Paperclips Remove if found Folds in the paper Unfold and smooth out Food Products Remove if found Rubber bands Remove if found Coffee food drink stains Let Dry overnight Do not place wet paper into the scanner Paper Condition Tape up Rips Tear
21. cketSCAN FMA Chapter 3 Scan Exceptions A Invalid Barcode Indicates an application that has not been setup in the RocketSCAN system This can occur when you receive an application that doesn t belong to your district or if you order additional application throughout the year Each time you order print additional applications they are created with a different barcode If you see applications highlighted in red or receive a message like RocketScan FMA M xdg Possible new barcode detected Please contact Image One support 1 800 956 9000 Call Systems Design 210 496 2877 Please call Image One Image One support is responsible for setting up each application design in your RocketSCAN system B Bad Barcode If the barcode is damaged or has marks through it it will be necessary to return this application to the preparation area to be re prepped and inserted into a batch or returned to the household and have them complete a new application RocketSCAN FMA Chapter 3 Scan Attachments Attachments are any supporting documents received with the application They should always be scanned and never discarded While scanning if you see an attachment ina batch that should not have attachments check carefully to ensure it is not a barcode that did not read and that the attachment is with the correct application e If attachments are scanned in the wrong orientation i e upside down or portrait inst
22. cuured Please open the door and remove the paper ID 3076 There ara active scanner assonaled wih ther workstation e Rocketican Please contact sn admavevator Save Abored X Chapter 3 Scan Connection Properties The system cannot locate the database Contact your administrator for this information a Checkto make sure the scanner power is on b Check to make sure the cable is plugged into the back of the scanner and the back of the computer c Try and reselect your scanner Invalid Barcode a Checkthe application to make sure it belongs to your district b If application is a reprint contact Image One to setup the new form On the first application scanned the barcode did not read successfully or was an attachment Delete the first application page and have it re prepped Only one application scanned and it did not have a readable barcode The DPI setting is something other than 300 Check your scanner settings see page 22 Invalid Barcode a Checkthe application to make sure it belongs to your district b If application is a reprint contact Image One to setup the new form There is a paper jam Clear the paper from the scanner and try to scan again Your workstation has not been configured to scan Add your workstation in Admin under Mission Control RocketSCAN Gi The desiation Grectory Vak 385 IF usage ma doe mot eid or a mot cumently rescihstie Gavo Aborted Scanner message A Scanner Doo
23. de click Save and Close If all Broken Rules have been fixed the application moves into the Ready to Export queue Validated Applications Unvalidated Students Both Validated Applications and Unvalidated Students are search based tabs used to find any application in the entire RocketSCAN system view the application and see the current state of the student Validated Applications contains applications that have completed the Validate process including Hold Missing Id s Deleted Etc Unvalidated Students allows you to search the raw unreviewed data so be warned that this may not be 100 accurate Choose the field you want to search enter your information into the Search box and click Search It will then show you a list of students matching those criteria Chapter 5 Admin Module Deleted Students contains all students that have been deleted from RocketSCAN at any point from Validation to Ready for Export Once an application is exported it CANNOT be deleted Please use the delete feature with caution as deleted students CANNOT be brought back into RocketSCAN You will be required to get a new application from the household or rescan the original Since Students can be deleted at any point there may students in this section that do not have indexed data e g Student number last name first name DOB etc You can view a deleted student s application by double clicking the record i n l T 5522 PEL EI 1 7
24. dge and guidance from an administrator or Image One Clicking Settings will open this box Systems Design will perform all correct General Plugin d settings pgs 21 23 when the new forms Thurmbeal sce 4 percent are set up on the Sl Select source application scanning SES computer before the Aug Tron settings new school year Scan shows manufacturer s user evtertace Image processing 9 mem oem General Tab Thumbnail size determines the size of the images on the Thumbnail Viewer The default is 4 percent and is recommended as it makes a clean row of applications down the side of your screen Scan thows manvtlacturer s user interface mage process Chapter 3 Scan Twain Settings Opens the scanner driver settings Please note that though these screens may differ between scanners you will want to focus on the same settings mum See a Ez full Resolution Must be set at 300 DPI Dots per Inch as gt m como oo the system will not save anything else so that it can timer pine er idi read both the barcode and handwriting dh eg 1 Pe mo rj Image Type Must be set to Black and White v r s Deskew This setting will autocorrect images to be as straight as possible however it is still very important to make sure paper feeds in the scanner correctly Brightness and Contrast This is a sensitive setting that is different for every scanner Durin
25. display some statistics from the physical scanner such as number of scans the workstation it is connected to and the amount of jams that have occurred Creating Modifying a New Scanner Before you can connect a new scanner you must tell the RocketSCAN system some information about it This prevents unauthorized scanners from inputting applications into the system You can also modify your current scanner locations from here To do so Right click anywhere in the Scanners section of the box and choose Add Scanner if you are connecting a new scanner to the system If you are modifying information for your current system highlight the scanner on the list and selection Edit Choose Delete to remove a scanner from the list completely Input or modify the information needed It is very important to get the exact name of the Workstation to which the scanner is connected otherwise it will not be allowed to scan applications into RocketSCAN Once you have completed the information select Save TM Chapter 5 Admin Module ating a Maintenance Record It is very important to keep your scanner clean and operating at its best Please see Maintaining Your Scanner on Page 62 Should you ever replace the rollers or have the entire scanner replaced for any reason it is recommended you input a Maintenance Record so the system resets the Scan till PM setting under Mission Control To do this Rig
26. ead of landscape the can be rotated by right clicking on the thumbnail of the image and selecting the appropriate rotation degree 90 180 270 Do not rotate the applications They need to remain in the puree landscape format a 4 RB a RocketSCAN A Chapter 3 Scan dvanced Options 1 Deleting Applications Right click inside the green box and select delete 3 Cut and Paste If you need to move an attachment from one application to another you can Cut and Paste it by right click on the image you would like to move and then selecting Cut Then right click in the green box next to the application it belongs to and select Paste Also you can Drag and drop applications by left clicking holding the button and dragging the selected application to the appropriate application Rotate 90 Rotate 180 Rotate 270 Cut Zooming To zoom in left click the mouse on the image in the Main Viewer drag a box on the needed area and then release the mouse To go back to the full size image right click and select Zoom Out d NUMBER Theadultwho must sign and include their curity Number is not nFood name TANF or Foster Child 5 If you DO NOT have a Social Security ck the box Chapter 3 Scan Settings You can access the settings for Scan by clicking on Settings from thy Control Buttons It is not recommended to change any of these settings without specific knowle
27. eported as income must also spacify how o en it S received b A Housenod income total exceeded LS hits applicatinn hobid Chapter 4 Validate Student Information Task RocketSCAN has configured your system to accept a Food stamp TANF or other case number of a certain length If the number you enter is too short or too long you will get this Broken Rule Household Members Task This rule requires that either the No Income box be checked or that the household supplies income in one of the fields Household Members Task You did not select a frequency for the Household member You must select one for each field with income Household Members Task This rule will notify you if the Household makes more than the maximum amount of income specified by your district The system prompts you to double check to ensure the Income figure is correct e g An extra zero was entered showing the Income as 5000 in the box but it should be 500 RocketSCAN TM M flag tha apglicition for hos lay the eppbcation for hold Chapter 4 Validate Household Total Task RocketSCAN keeps tracks of how many students and Household members you add in each of the tasks prior to the count If the count in this box does not match the number you have added you will be flagged with this error SSN Task The USDA requires every application must have either a Social Security Number specified or a check must be
28. es not have a deskew option Enable post sutorotete software detkew Save Camced It is not recommended to change any of these settings without specific knowledge and guidance from an administrator or Image One Exiting Scan Chapter 3 Scan As with any Windows based software it is extremely important to properly exit RocketSCAN when you have completed using the software or leaving your desk for an extended period Properly exiting ensures that databases are kept intact and that system settings are properly saved Never power off your system while RocketSCAN is still running as it may cause system corruption To properly exit RocketSCAN you can either 2 3 From the File menu select Exit g RocketScan FMA Scan File Scan Help Settings Click the X in the upper right corner gt 7 Pressing Alt F4 on your keyboard Mape qund bee cable cmm tp corer Ir Pe fects ran Ge dara Save here Lassie 1 L e Fare source Message X AN No Target Device ID 3056 xj Possible new barcode detected Please contact Image One support 1 600 956 0000 Doc uten eper alan Not ad maged wa aiite vi s tort gop Save Aborted O RocketScan FMA Scan E xl Unable to save No applications images Found SC 08 o Not di eager ore al Hur ragad 30000 dy Save Aborted Dex uneni Seperation X An wwahd barcode wat kurd Save Aborted E A Jam o
29. es previously saved queries Delete Query Removes previously saved queries If you wish to alter the query you have run click the arrow in the top left of your screen labeled Return to query builder Eu pas Once you have run your report you can print export and view results using the tool bar You can export to Microsoft Excel Adobe PDF or Microsoft Office fo PR Chapter 5 Admin Module Audit Management 4 Apri 2030 4 Apt 2019 Audit Management is used to export the data yc Gu e Tu TR Se Me Te te Th Fr So from the RocketSCAN system and output it to TI een c NN n n a standalone environment You can then burn hoe emt TETTE that folder to a CD for use on a machine that does not have RocketSCAN access This is useful to send to an auditor to avoid pulling applications for them to view To create a CD 1 Select the schools you wish to place on the CD or push All to export all the data 2 Select a date range for the software to export 3 Click Browse to choose the export location This should be a location on your local hard drive such as Desktop 4 Click Run Audit Report CD e Depending on the amount of data you ve chosen to export this may take a few minutes e You will receive a message box when it is complete Of Once the export is complete you can take the data and burn it to a CD using either Windows or a standard CD burning software such as Roxio or Ne
30. et for the 0 Online Apps current school year 2 Percentage of online applications versus total number of applications both paper and online received for the current school year moo Online Students 3 Percentage of students received from the web based on the total number of students 0 applications today 4 Number of applications received from the internet since 12AM Chapter 5 Admin Module RocketSCAN lul INR Status 5 Apps Through INR 1 Number of applications that have been processed and sent to validation 93 33 Student Match e 2 Percentage of students matched successfully by the process M 3 Number of applications waiting to be processed INR Status Watch 4 Monitors the service to make sure it continues to process Validate Status y 1 Number of applications waiting to be validated 0 Waiting For Validation 2 Number of applications in the system for more than 5 days 3 Number of applications in the system for more than 7 days 4 Number of applications being processed per hour system wide 0 Apps Per Hour Hold Queue Status 1 Number of applications on Hold 0 Apps In Hold 2 Number of applications on hold for more then 5 days 3 Number of applications on hold for more then 7 days 4 Number of applications that have not yet been reviewed by 0 Apps Not Reviewed an operator RocketSCAN yr Chapter 5 Admin Module Missing ID Queue Status Fe ezt 1 N
31. g the RocketSCAN install experienced certified Image One Technicians shall determine the optimal settings Please write those down and put them in a safe place in case you ever need to reset them Dropout This MUST be enabled and MUST be set to Red in order for the scanner to not see anything red on the application to cause the lines to disappear It is not recommended to change any of these Contact Systems Design settings without specific knowledge and 210 496 2877 guidance from an administrator or Image One Chapter 3 Scan These settings handle any post process rotation or deskew settings As most scanners handle deskew in the driver settings this option should not be enabled unless instructed to do so Enabling both this deskew and the scanner driver deskew will cause the image to distort and stretch image processio mpm tnable rotamer Enable deskew front ade Minimum angle degrees 0 1 Maximum angie degrees 120 Plugin Tab This tab contains some additional settings for RocketSCAN Enable pre save prompt enables the first box to tell you your application and image count after click save Enable post save prompt enables the second box to tell you your batch number and be able to print your cover page RocketScan FMA Scan V Enable pre save prompt Enable post autorotate software deskew an additional post Y tnable post save prompt process used if the scanner do
32. ht click on the scanner you are completing maintenance on Select Edit Choose Add New Maintenance Record at the bottom Fillin your name and complete the notes section including the type of maintenance performed and any other pertinent information Once complete click Save Chapter 5 Admin Module It is very important to understand how to complete the Export Process If you follow the steps you should not have any problems uem 0 Applications Exported 0 Applications Export Verified During the Export Process it is important to pay 4 Students Waitin eee attention to the Export and Export Verify sections of Mission Control It will show you Ms rs nce where the application progress 100 Success Rate 0 Success Rate 1 Export Students Clicking this button will take any students waiting to be exported and export them to a txt file at the export file location This process may take up a few minutes Once this is complete both the number of students waiting to be exported as well as the days since last export should reset to zero 0 If the export is fully achieved the Success Rate will be 100 2 Import Students into POS This step is NOT completed in RocketSCAN The button is included only as a reminder You must perform this process in your POS system For full instructions you will need to contact your POS directly You will need to push this button before going onto step 3 When you
33. in this information ConnectionProperties Chapter 4 Validate User Names are not case sensitive 4 Passwords are case sensitive If you try three times with an invalid Passwords are created by username password combination you will be your administrator temporarily locked out 6 The Validate Module will then launch ah c Lo a n E D CT PUBLIC SCHOOLS Family PRINT NEATLY WITHIN BOXES PLEASE USE CAPITAL LD Place an X here if this applicatio who is the legal responsibility oi or ward of the court Skip Sectior irth date name grade school and income of E School and personal use income enter 0 if no p t v rar a Chapter 4 Validate This section will go over how to validate a standard application with all tasks See the detailed Task listings on pages 33 36 for a listing of all keystrokes available on each screen Also located in Appendix B CT PUBLIC SCHOOLS Famil Foster Task Verify the check box in the work area is RINT NEATLY WITHIN BOXES PLEASE USE CAPITAL the same as the checkbox on the image snippet If it 3 Place an X here if this applicati ur who is the legal responsibility c is incorrect use the Space Bar to correct the box or ward of the court Skip Sectic Hit Enter to go on to the next task th date name grade school and income of school and personal use income enter 0 if no w t o ca qom es oF tore es A o moto
34. ing View Note You then can view the information previously added in the note and also add to the note by typing in the box It will then append to the note Automatically Generated Notes Notes are also created automatically by validation If at any point during the validation process you have a broken rule see page 37 the system will automatically generate a note and place it next to the area of the application that breaks the rule You can then add to that note if necessary Notes are permanent They cannot be deleted or modified once they are saved
35. ion turned in by the student Application ID The number given to an application after scanning The ID is a 10 digit number beginning with the current school year followed by a 6 digit sequential number e g 2010000001 Attachment Any supporting documents such as W2 s notes income documents etc that may be turned in with the application by the family All attachments should be scanned and left with the application not discarded Batch The group of applications scanned at the same time Recommended size is 25 applications Batch ID The number assigned to the batch after scanning starting with 1 This number will continue to grow every year and will never repeat Barcode The PDF417 type barcode in the bottom right of your application Contains a unique identifier that marks the application belonging to your district as well as the language i e English Spanish Creole Portuguese Chinese Hmong Somali and the run number each applications order is assigned a number to distinguish them Intelligent Character Recognition ICR The software feature that reads each character on the application Intelligent Name Recognition INR The same as ICR but specifically reads the student names POS Point of Sale refers to the software that you use to make the eligibility determination Student Database Student Lookup A copy of student data from your POS systems Including Date of Birth Last Name First Name Grade Etc
36. irst time you have launched any RocketSCAN module you will be prompted with the following box Please contact your administrator to obtain this information Please specify the variables needed to connect to the RocketScan database Server Name Contact Systems Design 210 496 2877 Chapter 3 Scan Enter your User Name and Password and select OK If you try three times with an invalid username password combination you will be temporarily locked out User Names are not case sensitive 4 Passwords are case sensitive Passwords are created by your administrator 3 The Scan Module will then launch Z A de Menus Dropdown menus File Scan and Help see page 15 Main Viewer Displays the current last page scanned in the center of module It can be resized by dragging the splitter bar between it and the thumbnail viewer to the left or right Thumbnail Viewer Displays thumbnail images of every page in the scanned batch both applications and attachments Control Buttons Used to start the scanning save the batch and view the scan module settings u J RocketSCAN t Chapter 3 Scan File Menu Settings Twain Select Source Scan Menu Twain Settings Twain Scan Import directory Twain Settings File Scan Help Menu Opens the version number and other software info Chapter 3 Scan Make sure the paper guides are
37. it CD See page 60 1 When the CD is placed in your CD ROM drive it should auto launch If not browse through My Computer to your CD drive Locate the ReadmeFirst html file and double click 2 The Read Me file will launch in Internet Explorer ReadMeFirst html 3 Microsoft Net Framework is required If your PC does not e Aia Document already have it go to the link provided and download install 4 Click the link at the bottom Launch CD Viewer 5 If you receive the following message Click Yes The Audit CD will then launch df An ActiveX control on this page might be unsafe to pe interact with other parts of the page Do you want to allow this interaction 6 You can then search for any student on the CD by choosing your Search by field and typing the information needed in the Search box Then Click Search If you want to go back to your default search click Show All When you find a student you want to view double click on their name It will then launch the application for you to view In the viewer you can see the application At the bottom of the window you will see any notes added to the application including the operator that added them and the date and time You can sort the columns by clicking on the column title Chapter 6 Audit CD WN Zooming To zoom in left click the mouse on the image in the
38. k on the student you wish to search for In the provided spaces at the bottom of the screen correct the information to match that on the application As in Validate this list is interactive and based on Hle SE Birth Date Last Name and First Name As you change eem 924 tve LR information in these fields matches from your Free and E gu reduced POS system are displayed Verify each box as erp information may have been written incorrectly on the E d application Once a match is found highlight them in the list and click Save and Close located in the top left of the window The application will move to export If you are unable to find a match click Cancel Held Applications Held Applications contains any application that was sent to hold during the validation phase either manually or via a Broken Rule It also contains those that failed Export Verify recognizable by a POS Failed Import status Please be sure to review the Held Applications queue on a regular basis as much as two to three times a day during peak processing to ensure timely processing of every application To determine the reason for the hold either hover your mouse over the student s name on the main screen or double click the application to open it The incorrect entries will be highlighted in red If you are still unsure of the reason why it is on hold click the Check for errors button on the top right and it will give a description Once the corrections are ma
39. le 7 Select from the Image One section of the Start Menu under Programs OR From the icon on your desktop Note If this is the first time you have launched any RocketSCAN module you may be prompted with the following box Please contact your administrator to obtain the logon information ConnectionProperties Chapter 5 Admin Module Enter you User Name and Password and select OK User Names are not case sensitive Passwords are case sensitive Passwords are created by your administrator If you try three times with an invalid username password combination you will be temporarily locked out 9 The Admin Module will then launch You may not see this mission control screen after launching Admin depending on your permissions Chapter 5 Admin Module Menus IMA IAE vyura d Based on your user privileges you may not File Adminstration File Menu see some or all of these menu options i Exits RocketSCAN and takes you back to your desktop ore gt Administration Menu Mission Control System monitoring and exporting Application Management Primary area for determining where an application is located within RocketSCAN Form Management Manage all forms field mapping tasks and rules User Management Create deactivate and control users and permissions user based reports auditors created export file Database Services Check
40. ng Only access this drop down box if instructed to do so by your administrator or an Image One technician Set all unvalidated applications back to Auto Process When Image One or your administrator modifies any zone or field setup issues this will take any application waiting to be validated and send it back to be reprocessed Please select this option with discretion as it may affect system performance for a period of time Set all POS Failed applications back to Export This function is only to be used in the event an item does not make it into your POS Selecting this option will send everything that did not make it into the POS back to the Export Students queue Set all POS Failed applications back to Export Verify This function will take the students that are POS failed and recheck them against the Application IDs provided by the POS u HMM Chapter 5 Admin Module Export To Content Management Xcel CMX cmx is a powerful content management software solution designed to archive your applications and is available for purchase to supplement the RocketSCAN system If CMX is enabled this button will be labeled with the number 5 Pressing the button will automatically export the data from RocketSCAN into the CMX database For more information about CMX go to http www rocket file com or call Image One at 1 800 956 9000 Ext 255 Historical Export In rare instances you may need to recrea
41. placed in the box stating that the signer does not have a SSN Signature Task The USDA requires that all applications MUST be signed There must be a signature in the box for the application to be valid Guardian Print Name Task Certain Free amp Reduced systems i e Zangle require a signee name be present on the application Failure to enter a signee name in the boxes provided will prompt this rule Chapter 4 Validate F1 Help Will open the Validate About screen and if available help contents You can also access the Image One Meeting Center for tech support Call Systems Design 210 496 2877 sess F2 Hotkeys This will launch a menu to assist with remembering the hotkeys and o their functions ATAN View app F3 F3 View App You can view the entire image by hitting if your computer has dual monitors you can leave this viewer open on one monitor and the F3 This will open the application in a viewer and give you two options aC mb M EORR E mE o o will automatically switch applications as you Printing You can print the applications by right clicking and oooO selecting Print It will then open your default printer box Zooming If you need to look at something closer in validate you can zoom by left clicking on the image in the Main Viewer and holding and dragging a box on the needed area and then releasing the mouse It will then zoom to the requested area To go back to the
42. pport technician Chapter 5 Admin Module Select the type of report to be run from the list on the right side of screen There are two types of reports that may be run 1 Student Based Reports Used for pulling any data about the students and the applications with which they are associated Student 2 Operator Based Reports Used to show what your RocketSCAN users have done and which applications they have worked on Validation History Application and Summary Student Report First select Student in the Reports box on the right hand side Move over to the Status box and select the type of students you would like on the report You may make multiple selections Check all boxes to search for all students with applications Next you may filter your selections by the Student s state the application batch number or the school ID Each filter searches either by one designation or by all designations To see information for more than one designation but not all designations multiple reports will need to be run Please note for Student State it is recommended that you choose only one designation as choosing All will display each student multiple times as their application was processed through the system most commonly you will use Exported as it shows all the students that have been successfully sent to your POS Checking the Group by Schoo box will arrange all students in one school together
43. r is open Please close the door ID 3003 Chapter 3 Scan You do not have permission to save to the directory Contact your system administrator The path RocketSCAN is set to save to does not exist Contact your system administrator Check the cover of the scanner Make sure it is firmly closed The Database is not configured correctly Please contact Image One for further assistance Contact Systems Design 210 496 2877 Chapter 4 Validate RocketSCAN e 2 Validate Validate Overview In the Validation module the owner will be double checking to ensure that the system read the applications correctly Most of the human labor takes place here so it has been designed to balance speed with accuracy After an operator becomes efficient 15 seconds of labor per application is an attainable goal Validate is task based and has controls designed to speed validation correction of each different area on the Free and Reduced Meal Application Validate also has the USDA DOE guidelines built into the workflow to ensure compliance TM Chapter 4 Validate nching Validate To start the validate Module 4 Launch by going clicking the Start Menu All Programs Image One RocketSCAN FMA Validation OR From the icon on your desktop Note If this is the first time you have launched any RocketSCAN module you will be prompted with the following box Please contact your administrator to obta
44. ro Open the file you ve just created and you should see this an Lo mN miog R Marco dei s AA A Pet dia et ma 4 aum ep PRA n umen mg raen 3 3 ere The software will automatically split the Ens CD into 600MB sections You may see a qe CD1 CD2 etc folder in the location of h anres a a pee mis your Audit CD location Select all contents there should be 2 folders and 22 files for the program and burn them to the CD Af a _ Chapter 5 Admin Module Occasionally Image One may send updates for the software The It is recommended to perform the updates as soon as possible so as not to updates are downloaded automatically by the system and displayed on interfere your employees work the update screen When you receive an update simply click Install on the bottom right of the update box Occasionally there will be more than one update to install You will be prompted should anyone need to exit the software prior to performing the update Please note that only one workstation has to accept or install the update All others receive the update the next time they launch the module of RocketSCAN that was updated A description of the update is displayed along with an explanation of the change and the version number You can also see all previous updates accepted by choosing the option All update packages from the drop down at the top Chapter 6 Audit CD For Steps on how to create the Aud
45. s Holes Etc Paper Size should be the standard scanning format that you ordered For those with issues see Bad Barcode Application Condition on Page 11 lt Paper Thickness Application should not be printed on photo paper or cardboard For those with issues see Bad Barcode Application Condition on Page 11 No Faxed or photocopied applications For those with issues see Bad Barcode Application Condition on Page 11 ey ey 09 MA 09 MA ey 90 Y 90 RocketSCAN m ceptions Chapter 2 Document Prep 1 Bad Barcode Application Condition If you receive an application where the barcode does not exist i e torn off is smudged has been marked with pen or crayon or is just in poor condition follow these steps A Take all the information that is on the bad application and handwrite it on a brand new blank application Remember to include names incomes birthdates etc Also remember to follow the standard rules for the application Ink color upper case letters clear handwriting etc B As you cannot sign the application in the signature box write See Attached C Take a black marker and mark out any remaining parts of the barcode on the original application If it is ripped remember to tape it up D Place the new application you filled out in front of the original with the scratched out barcode The original with a bad barcode will be an attachment to your ne
46. splay changes color depending on your time 0 30 seconds it will show CAAA Blue 30 60 seconds it will show yellow and greater than 60 will show Red These times are adjustable if needed Title Bar Top Left Shows the batch ID you are processing and the application number you are currently processing W RocketScan T Chapter 4 Validate Exiting Validation As with any Windows based software it is extremely important to properly exit RocketSCAN when you have completed using the software or leaving your desk for an extended period Properly exiting ensures that databases are kept intact and that system settings are properly saved Never power off your system while RocketSCAN is still running as it may cause system corruption To properly exit RocketSCAN you can either 4 Click the X in the upper right corner 5 Pressing Alt F4 on your keyboard RocketSCAN e Chapter 5 Admin Module Admin Overview The Admin Module has three primary functions 1 Exception applications Managing the applications that do not meet the correct requirements and finding students that were not matched during validation 2 System monitoring Confirming the system and the users are processing the applications correctly 3 System Settings Controlling the system setup and displays This portion of admin will only cover basic user privileges Chapter 5 Admin Module Launching Admin To start the Admin Modu
47. ssue or send the application to hold for further review Each rule can be customized for your district Enabled or Not Enabled and Mandatory or Not Mandatory If you see a rule that does not perform the correct task for your district contact your administrator or Image One to change the method ts This appicahtion s marked as homeless migrant or runaway flag tha apulicarion for hoii Student s mcome must be reported on a foster appication 2j Indicate 50 DO if no personal use income sz received by the child D Furg ir ee fur hestd Flag this applications tar hese Special Circumstance Task Some districts require that Homeless Migrant or Runaway students be pre approved through a district liaison This rule will give you the opportunity to Send the application to Hold and contact the liaison to make sure the requirements are met Student Information Task The USDA requires that foster children have an income of some type This rule requires you place a 0 or greater number in the student income or foster income box associated with the student Student Information Task The USDA requires that applications marked as Foster only have a single child on it This rule will notify you of more than one student on a Foster application You can then send this to Hold to follow up with the guardian RocketSCAN TM Household member 1 has no income vet the No income box has not been checked ee thii eee The 500 00 r
48. te an export file from a previous day that has been fully exported Selecting this option will create an exact replica of any day s you specify As this function should be used with caution please contact your administrator for assistance Application Management Once an application is scanned you will be able to locate it in the Application Management portal To open any record simply caleta double click those names with IDs will go on to your POS for eligibility Any name on an application that continues to have issues will remain in the queue Missing ID s Any student that an ID was unavailable for in the validation process will appear on this screen Reasons for missing IDs may include pre school age children graduated students student not yet enrolled withdrawn students and students not in your district It is recommended to review the Missing ID queue immediately following Step 4 of the Export procedure as this is when RocketSCAN will receive any new student entered into your POS Please be sure to review this screen often as researching each student can be an involved user intensive process that includes researching students names in your Student Information System you POS or contacting the parents or the school If a student sits in Missing ID s for an extended period of time you may need to make a decision to delete the student RocketSCAN N p Chapter 5 Admin Module rocess a student in Missing IDs double clic
49. the database status service state and database backups Hyperlinks navigate to a full description of the portal Settings IMenu Mission Control Settings Change the basic settings of the Mission Control module Global Settings Change behind the scene system settings Access software updates sent by Image One Year Rollover Archive data at the end of the current school year to prepare for the upcoming school year RocketSCAN i Chapter 5 Admin Module inistrator function A full Description is available in the Administrator Guide Help Menu 5 Apps Scanned About Displays the version number and other software information including a link to the RocketSCAN Online Support Web Page RocketSCAN yr Chapter 5 Admin Module Mission Control does not show information in Real Time The information is refreshed every 60 seconds however it may be manually refreshed by clicking this button Mission Control Scan Status 1 Number of applications scanned into RocketSCAN for the current school year Fi l 19995 Scans Remaining 2 Number of applications remaining based on your license 3 Remaining scans before the recommended Preventative 300000 Scans Lett to P E cans Left M Maintenance PM kit should be purchased 0 00 Capacity 4 Percentage of time the scanner has been active during the current day Online Applications 1 Number of applications received from the intern
50. umber of Students not applications that need IDs 1 Students Missing IDs 2 Number of students with missing IDs that have been in the Aes to 7 Dove Old system for more than 5 days 3 Number of students with missing IDs that have been in the 1 Apps gt 7 Days Old system for more than 7 days 0 Possible Matches 4 Number of students that may have a match based on Last name and birth date Export Status 1 Number of completed applications that have been Applications Exported 7 exported to the POS 4 Student 2 Number of students waiting to be exported 3 Dayssince an export was run ia 4 Percentage the export succeeded 0 or 100 100 Success Rate Export Verify Status 0 Applications Export Verified 1 Number of completed applications that have been exported to the POS and verified 2 Number of students waiting to be export verified 3 Days since an export verify was run 4 Success Rate e g if you export 100 students and 3 fail 075 Success Rate you will have a 97 Success Rate Chapter 5 Admin Module Scan Management The top half of this screen contains statistics about the scanner operators It will Show you the username number of scans completed speed average down time and the date the statistics apply It will only show the most recent day that that user has scanned 3 23 2010 10 11 36 AM Server IORSTrainSery Workstation IORSTrainworkst Tobin tflaptop The bottom half
51. ve completed adding all the students to the Final List your work area will be grayed out the highlights will no longer be on the image and the Final List will be complete with the information that matches the student area of the application Hit Enter to go onto the next task Household Members Task Just like in the student i Se Ss EE E k CSS ra Xp lt EL a section the goal is to make the bottom Final List toan se Y nin match what is listed on the application Each household member is listed individually and 1 301 highlighted in green There is no need to confirm the actual name of the household member just 9 CAS RS ES OS confirm if one is listed and then confirm either the income or that the no income box is checked Once you have authenticated all the information for the highlighted household member you will use Alt A to add the household member to the Final List Occasionally the parent guardian will add students that are in the student section to the household member section as well If you determine that a household member is the same as a student in the student section then you can use Alt D to remove that household member Hit Enter to go onto the next task Household Total Task Verify that the number entered in the box is the same as the number of household members and students on the application If e 5 SPIER PRE PU AL tes SEs MEM NA I Due NS SS SSS
52. w application and now the correct data will be ICRed and the original signature is on file for the auditors if needed see Attachments on page 19 2 Signature An application MUST be signed in order for it to be processed by RocketSCAN You will only have a couple options to correct this issue A 3 Ink Color Send the application back to the parent either through the school or via USPS requesting the signature This would be the recommended way Scan the application and allow the application to be sent to the Hold Queue see page 55 then call the parent and have them fill out a new application If setup in your POS have the application sent through and a letter of denial printed and sent to the parent Ink in any shade of red or in any color composed of red including pink orange and purple cannot be read by RocketSCAN The scanner automatically drops out any shade similar to Red If you receive an application filled out in any of these colors you will need to complete the following similar to the above A Take all the information that is on the bad application and handwrite it on a brand new blank application Remember to include names incomes birthdates etc Also remember to follow the standard rules for the application Ink color upper case letters clear handwriting etc As you cannot sign the application so in the signature box write See Attached Make a photo copy of the original application That
53. way when you scan the copy it will be in black ink Take a black marker and mark out the barcode on both the original application and the photocopy Place the new application you filled out in front of the original with the marked out barcode and the photocopy with the marked out barcode This will make the original with a bad barcode and the photocopy attachments to your new application and now the correct data will be ICRed and the original signature is on file for the auditors if needed see Attachments on page 19 fo PR RocketSCAN a Chapter 3 Scan an Scan Overview The scan module is used to convert the paper application into a digital format to be processed in the AutoProcess module It is one of the easiest steps in the workflow process but it is very important to complete this step to the best of your ability Support Scanners RocketSCAN has certified the following scanners KV S2026C Fi 5120C DR 3080C KV S2046C Fi 5010C wsos yvssoscW 1 Any scanner with a TWAIN driver interface that supports color dropout Red specifically should also work Please check with Image One for any scanner not listed Contact Systems Design 210 496 2877 TM Chapter 3 Scan nching Scan To start the scan Module 1 Launch by going clicking the Start Menu All Programs Image One RocketSCAN FMA Scan OR From the icon on your desktop Note If this is the f
Download Pdf Manuals
Related Search