LibertyNET Case Study: City of Denver Auditors Office, Finance

Overview:

This document contains screen shots and samples of processes in use at the City of Denver Auditors office. The application shown is specifically designed for the scanning and processing of Vouchers and related documentation. This example uses the LibertyNET Imaging System and the Data Connect Lookup application to interface with a legacy city finance system. This example also makes extensive use of bar code technology. You should note that wherever bar codes are used, manual indexing or zone OCR technology may be substituted if necessary or desired.

1. Login

Users log in as individuals or as part of a group. Windows NT Security can be verified to match the User Name with their NT password.

 

 

 

 

 

 

 

 

Users log in as individuals or as group

Op2 is an individual Logon. This user processes Finance documents from scan through final processing. A department admin will review and finalize all work during a Quality Control process.

 

 

 

 

 

 

 

 

 

Note: Only the functions required for the specific task / job are exposed via secure buttons. Buttons are specific to job task and user login. Menu options (File, Edit, etc � ) are hidden as they are not required for the specific job function.

2. Button Bars and Folders

 

 

Scan, Sort and Retrieve button bar

This is a custom button bar containing common functions for all operators. It includes functions such as view, retrieve, sort, print, scan, scan preferences, refresh and exit. Numerous other types of button bars may be developed and provided for any set of LibertyNET functions.

Open Folders

 

Liberty organizes documents into Folders. Folders of different types and functions can be created, such as Group, Private, Archive, Confidential, Shared, Process, Scan, Holding, etc. The Auditors office makes extensive use of group and private folders to isolate scanning and processing functions from the general retrieve and search users.

 

 

 

 

 

 

Only folders specific to job function are displayed

VP = Vouchers

VP-C = Confidential Vouchers

Review 30+ = All documents with more then 30 pages are automatically routed to this folder for extra QC.

SCAN = Scan folder for OP2

To Be Archived Folders = These folders are output folders from the processing phase. During auto processing, all documents are sorted, indexed and grouped into output queues for final QC. Once documents pass QC they are sent to Archive

To Be Reviewed Folders = Documents that fail to pass a series of tests during processing are sent to these folders for further review, manual intervention and correction if necessary

Archive Folders = These are final repositories for documents. Once in these folders documents are in a read only state and cannot be edited or modified in any way. Documents in these folders are available for the public or restricted search. Archive folders can have retention schedules applied and document volumes associated for on line, near line and off line storage.

3. Document Scanning

 

 

 

 

 

Pre-Configured Scanner Settings

 

 

 

 

Documents scan into the appropriate scan folder as unidentified

Documents are scanned as single page documents, or as multiple pages within a document

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Different Ways to Scan in Documents

4. Use of Bar Codes

 

 

 

 

 

 

 

Setting Bar Codes

 

 

 

Unique Finance ID code

 

 

 

Confidential and Departmental Identifier

 

 

99999999 Barcode is designated in the Liberty system as a page separator

5. Automated Processing

 

 

The heart of the system is the ability to automatically process thousands of documents per day. Automatic processing in this application performs the following functions:

  • Separate long documents for review
  • Read Page Tags (bar codes) and apply data and rules based on bar code values
  • Sort documents into folders based on rules applied to bar code value types, i.e.: Review, Hold, To Archive, Confidential etc.
  • Tag documents where there was no match or a mismatch between legacy system data and bar code value.
  • Populate 16 index fields by reading Unique ID Bar Code value, comparing page tag data with data file from Legacy System, populating associated fields from Legacy System into Liberty system.

DCC Lookup:

This is an add-on application that provides a link between existing databases and Liberty. The product is designed to give the system admin the flexibility to define field relationships and field types to be used during data transfer. In this application, the City of Denver uses People Soft for all line of business operations. Due to restrictions imposed by the software and the City IS guidelines, no direct integration between Liberty and People Soft is allowed. As such, it was necessary to track Finance vouchers by 16 fields to ensure the desired search functionality.

From a workflow standpoint, the Auditors office downloads an ASCII comma delimited report from PeopleSoft on a daily and weekly basis. This report is then processed and input into an Access or MS SQL 6.5 or higher database.

List of available objects in the Liberty Application Builder

 

 

 

 

 

 

 

 

 

 

6. Liberty Application Builder, Rule Templates and Message Driver

Liberty includes support for external database lookup calls and functions via an integrated message driver utility. The automated processing rules are developed inside Liberty objects called Rule Templates. Rule Templates are a standard module inside the Liberty Application Builder utility (included with the base License). At the time of auto processing, a specific Rule Template is called from the associated button or marked function. The system may contain many rule templates for many document types and processing needs.

 

 

 

 

 

 

 

 

 

Partial list of Rule Templates in use at the City of Denver Auditors Office

No high-level programming skills are required to develop Rule Templates. With some training, most Liberty Administrators learn to develop their own rule templates to fit their specific needs. This significantly reduces long-term support costs, especially when rolling out new applications and functions in an enterprise.

 

 

 

 

 

 

 

 

 

Detail (line 42) inside of Rule Template for OP2 processing

 

 

 

 

 

 

 

 

Developing a rule template, continued.

Item Filter called by line 42 of the rule template

 

Process Vouchers Button

The Process Vouchers button calls an associated Rule Template. In turn, the Rule Template calls the DCC Lookup application and initiates the auto indexing process.

  

 

 

 

 

 

 

 

 

Documents are automatically moved to specific folders depending on the results of the processing and Bar Codes on the documents.

 

 

Document Ready to be Moved

 

 

 

 

Documents Moved to Specific Folders

7. Processing Exceptions

If a document does not Auto Process correctly, it is transferred to a folder for review and correction.

 

 

Documents that Need Review

 

Index View

Allows a user to view an image (including an expanded view of just part of an image) for faster processing of like type documents and manually inputting necessary field data.

 

 

 

 

 

Accepted document that did not contain a bar code

In this example, the excepted document did not contain a bar code. Only the Bus-Unit/Voucher# needs to be manually indexed. The document will then be Auto Processed again and DCC Lookup will assign the remaining index values.