Get Started with RocketSCAN
Introduction
Thank you for choosing RocketSCAN FMA — Image One Corporation's innovative, automated solution for processing meal applications and income forms for your district. Say goodbye to manual, time-consuming tasks and hello to a more streamlined process with RocketSCAN! This guide will give you a comprehensive understanding of how RocketSCAN can improve your district's meal application and income form process. We are confident that you will find RocketSCAN to be a valuable asset to your district.
Features
RocketSCAN offers an intuitive and user-friendly experience for the collection of data. Some key features to the RocketSCAN system include:
- Online collection of meal application data and/or benefit surveys.
- Scanning & ICR (intelligent character recognition) of paper forms.
- A highly configurable human validation module that allows districts to quickly review and collect the data that matters most.
- Simple and easy to read reporting on everything from operator performance to forms processed.
- An easy-to-understand dashboard that allows users to quickly understand the status or the system & identify any potential bottlenecks.
- A completely paper free audit system that can be distributed by CD, DVD, or thumb drive.
- Out of the box integration with many popular POS & SIS systems.
Terminology
First, let's get to know key terms that are used often within RocketSCAN so that it will be easier to understand the rest of this guide as well as some of the technical aspects of the system.
- Application: A single family’s form 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., 2023000001)
- 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 filed with the application, not discarded.
- AutoProcess: The operation that RocketSCAN conducts after a batch is scanned and saved. ICR technology is used to analyze and interpret handwriting on applications or forms.
- 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 Quick Response (QR) code 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, etc.), and the run number (each application’s order is assigned a number to distinguish them).
- Form Design (also known as field set-up): For an application to be successfully read by the RocketSCAN system, it needs to be set up and imported to your system. This process is completed for you by Image One software support every time you order paper or online applications.
- Hold queue: Where applications are sent after Validation if they are not ready to be exported (due to missing information or some user-defined reason).
- 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.
- Missing ID queue: If an application contains student(s) that do not have a match from the student database, then it is not exported and remains in this queue until a match is found, the child is removed from the student section or application, or the application is deleted.
- Modules: The different components, or individual programs, of the RocketSCAN software system.
- POS: Point of Sale - refers to the software that you use to make the eligibility determination.
- Rollover: The process of setting up the system for the next school year.
- Sync (Service): The crucial function that allows all the processes in RocketSCAN to run as well as download software updates.
- Student Database (Student Lookup): A copy of student data from your POS systems. Includes student ID number, date of birth, last name, first name, grade, school site ID, household address, household phone number(s), household email, meal status, direct cert status, and verification status.
- TWAIN: The scanner driver supported by RocketSCAN and one that is essential for facilitating communication between the scanner and the software.
- Validation (Module): This is used to confirm the information scanned on an application and transfer it to be processed.
Workflow
The RocketSCAN workflow for scanned applications is as follows:
- Doc Prep - After the applications come into the user/district’s possession, they must be prepared for scanning (See section 2.1 Document Preparation).
- Scan – Next, the applications are scanned in uniform batches and then placed into folders with the batch numbers neatly written on the tab.
- AutoProcess - From there, the batches are automatically sent to have the handwriting analyzed and interpreted by the AutoProcess function.
- Validate - After the applications have been “read,” a human needs to review the results and make corrections as necessary in the Validation module.
- Export - After the applications have been validated, the Export function outputs the corrected data into a text file that will need to be imported to your POS system. (NOTE: This procedure varies depending on the POS.)
- Export Verify - After the POS imports the data, RocketSCAN does a final check with its Export Verify function to check that the POS has confirmed that it has processed the data.
- Admin - Applications that require parental clarifications or Student IDs are placed into a Hold Queue in the Admin Module where the suspect information is corrected before they are sent out with the next export. Held applications should be reviewed as frequently as possible to ensure that all students are provided with a meal status in a timely manner.
Applications received from the RocketSCAN online module go straight through INR and will be available in Validation shortly after they are submitted.
Income Forms are not exported to a Point of Sale, instead they are saved within your RocketSCAN system and the results may be viewed by generating an Income Form Report (see section 5.2.10 Income Form Reports).
Modules
To access your RocketSCAN modules, launch the RocketSCAN software from your Windows Start menu, task bar, or desktop icon.
Login and Launch Pad
Launching the software will prompt you to enter a username and password.
Once you are logged in, you may use the Launch Pad screen to open the desired module.
Once you have successfully logged into your RocketSCAN software, the corresponding modules that have been assigned to you based on your privileges will become visible. By selecting a relevant module, you will be granted access to view and utilize the available content within that module.
Scan
Use this module to scan and review a batch of paper applications or forms and their supporting documents before saving them to your system to be processed in Validation.
Validation
With this module, you will examine and verify all student applications that have been scanned or submitted electronically.
Admin
The central component of the RocketSCAN system. This program allows the user to manage applications, generate reports, and other administrative functions. By selecting the Admin Module, you will have access to view all stages of an application's workflow through the Mission Control screen, as well as the ability to view and edit applications that have been placed on Hold or have been flagged as Missing ID. Additionally, you can generate reports and manage user logins.
RS+
RS+ is an add-on module available for RocketSCAN. Expand your RocketSCAN experience with Plus, giving you the ability to create your own intelligent documents from any existing or new forms. With this intelligent capture tool you can easily update databases, create flat files, and archive captured data.
Contact Support
Image One Corporation is committed to providing the best possible technical support for RocketSCAN and all our products. Software support is offered on an annual service contract basis.
You can reach Image One Corporation software support by calling toll-free (800) 956-9000 Option 2, by e-mailing your request to support@image-1.com, or by visiting https://support.image-1.com and submitting your issue directly to the support queue.
We also have a self-service knowledge base that can be accessed under the Help > Help Knowledge Base... There, you will find articles on how-to complete common tasks, best practices, answers to frequently asked questions, and more.
You can easily open the support portal from the RocketSCAN client by doing the following:
- Sign into RocketSCAN Application.
- Select the SCAN, VALIDATION, or ADMIN module. The below example below uses the Admin module.
- Select Help from the menu.
Fig. 1.6.1 The "Help" menu in the RocketSCAN Admin module.
- Then Select Support...
- This should open your default web browser to the Image One Support Portal. From here, you can use the Issue Submission form and a support representative will connect with you as soon as they are available.
Fig. 1.6.2 Image One Support Portal page allows you to fill out the "Issue Submission" form so that you can join the queue to chat with the next available support technician.
Book a Training Session
Training courses are offered online, on-site, or at our offices in Tampa, Florida. We currently offer the RocketSCAN Refresher Training, User Course, or Administrator Course.
Payment must be received one week prior to training date or an invoice will be generated upon receipt of your registration. The invoice will outline terms of payment. All payments for RocketSCAN Refresher Training are not refundable. Unused training funds will be credited toward your account for future order fulfillment.
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