Auto Gift Processing and Electronic Deposits via

Check Scanning ProcessPresented by: Herb Brunswick

Scott Jenks

Institution: Georgia Tech Foundation

Tuesday, October 21, 20143:15 PM – 4:30 PM

Goals: Basic Requirements:Not use bar coded separator sheetCreate two images with one scan:

1. Electronic Deposit 2. View documents from fundraising system

Create batches by departmentCreate running totals

Goals: Basic Requirements (Cont’d):Automate permanent redactionLink images with transaction dataAutomate the creation of gift and pledge payment

batchesView documentsReconcile image with dataSecure bank deposits

System requirement and configuration:

Hardware• Windows Server

o SQL Server• Desktop PC• Scanner

Software• Windows 2008 R2 and Windows 7• SQL 2008 R2 Server• Kofax Capture 10.0• Kofax Capture Network Server• Kofax Transformation Modules 5.5.2 (KTM)• A2ia addon module for KTM• Red Eagle Bank Manager

Interfaces Web Services (to get DocID from fundraising system) EMC Export Connector for Kofax (to export data and

images to Application Xtender) Database Export (to export the data to fundraising system

tables) Deposit Export (to export data and check image to the Red

Eagle Bank Manager) File Transfer (for electronic deposit)

Site Configuration:Kofax Capture Network Server

• Central Site (KTM Server, Export)• Remote Site (Scan, validation and redaction)

Scanner Driver Configuration• USB Connection to Desktop PC w/Paper Stream IP driver

Scanner Settings Resolution (200 dpi for check recognition) Image Clean-up (for check and supporting documents) Automatic feeder speed (i.e. Fujitsu fi-7180)

Group Configuration Alumni Athletics Development Office

Users Configuration

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

Bank Manager• Electronic Deposit Creation (for creation of bank deposit file or cash letter)

Batch Class Configuration

For Development Office transactions• Gifts and Pledge Payments (Electronic deposit, image stored in document

imaging system, and store data in fundraising system)• Non Gifts (Electronic deposit, image stored in document imaging system, no data

stored in fundraising system)• Institute Gifts (No Electronic deposit, Image stored in document imaging system,

and data stored in fundraising system)

Form Configuration Original (Image of check) Redacted (Redacted image of check)

Export Configuration Deposit (for bank deposits) Application Xtender (for document imaging system) Tables (for loading gifts, pledges and reporting)

Table Configuration

Advance Fundraising System• Gift Scan Doc (for creation of batches automatically within

fundraising system by department)• Non Gift Scan Doc

Bank• Checks (for bank reconciliation report)

Application Configuration and Automated Processes

by Scott Jenks

Three Stage Process

1. Scan Operator - Scan• Batch and scan documents, validate images and data

2. Bank Operator - Deposit• Reconcile and submit bank deposit via the Bank Manager

application

3. Gift Processor - Post• Import, validate and post information to the ledger

Scan OperatorBatch Classes:

• Development Office Gifts (Charitable Deposit)oScan, store data/image, link image to fundraising system and

create bank deposit• Non-Gift Checks (Non-Charitable Deposit)

oScan, store data/image and create bank deposit • Institute Checks (Charitable Non-Deposit)

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

Scan Operator Preparation

• Organize documents check first within batch class

• Create reconciliation 10-key tape Scan

• Checks and supporting documentation• Validate image clarity, position and completeness

Scan Operator Document Review

• Validate document organization and grouping Validation

• Validate pre-populated data against image• Reconcile batch header with 10-key tape

o Generate Doc_ido Generate data export (gtf_scan_doc)

Automated Background Process Export gift/check transaction data from scan process

into Advance application Link check and document images to gift transactions Check Image Split

• Unredacted check images exported to bank• A2ia format

Automated Background Process Export gift/check transaction data from scan process

into Advance application Link check and document images to gift transactions Check Image Split

• Unredacted check images exported to bank• A2ia format

Redacted images validated• Additional Manual redaction available

Scan Operator

Generate Daily Reconciliation Reports

Bank Operator

Reconcile deposit total with Daily Bank Report Generate bank file Login to Bank URL

• Transmit bank file in .x9 format Send bank email with reconciliation totals Receive bank confirmation

Gift Processing Operator Load gifts and pledges using Gift/Pledge Loader(GPL) Reconcile totals with Daily Report Review and modify ledger data and images Close batch for nightly gift processing

End User

Post nightly gift processing• Review gift transaction(s) with imaged documentation

Automated Background Process Export gift/check transaction data from scan process into

Advance application Link check and document images to gift transactions Check Image Split

• Unredacted check images exported to bank• A2ia format

Redacted images validated• Additional Manual redaction available

A procedure run in the background to populate the scan staging table (gtf_scan_doc)

The scan staging table is populated with check data

Summary

How did we achieve our goal and objectives:

Kofax Transformation Modules (KTM):• Use the check to separate transactions• Create two images with one scan

1. Bank Deposit2. Document Imaging System

• Permanently redact bank routing number• Create the index• Extract check information• Create running totals

Kofax Capture: Batches by department Export the data Creation of gift and pledge transactions in fundraising system Export checks for electronic deposit Link images with the data View image from fundraising system

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