ATTACHMENT 1_WOENET MANUAL.pdf

Order Fulfillment and Accounting System (OFAS) WOENet Data Entry

Procedures and Users Manual Version 2.0

April 6, 2000

FINAL

WOENet Procedures and Users Manual

FINAL - Version 2.0

Table of Contents

1. INTRODUCTION

A. Background B. Overview C. User Roles D. Organization of this Document

2. SCANNER UTILITY

A. Overview B. Form 80s Sort Batches C. Log into the Scanner Utility D. Scanner Utility Data Entry Screen

3. WOENet DATA ENTRY SYSTEM A. Overview B. Logging Into WOENet C. Logging Out of the WOENet Home Page

4. ORDER ENTRY

A. Enter a Form 80 Request B. Verifying Order Entry C. Flag Images D. Completing Order Entry

5. Image Troubleshooting A. Process Flagged Images B. Process Dumped Images C. *** FUTURE OPTION *** Verify Order Entry Status

6. Administration A. Individual Performance Metrics B. Team Performance Metrics C. System Performance Metrics

7. Reports A. Daily Status Reports B. Weekly Status Reports C. Extended Reports D. Processing Metrics

8. WOES Tools A. Account Management B. Archive Images

9. Help Appendix A. Example Legacy Forms

A. Form 80: Veteran Records B. Form 81: Ship Passenger Arrival Records C. Form 82: Census Records D. Form 83: Eastern Cherokee Application E. Form 84: Land Entry Files F. Form 85: Pension Bounty Land Warrant Application G. Form 86: Military Service Records

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1. INTRODUCTION

A. Background

The National Archives and Records Administration (NARA) Order Fulfillment and Accounting System (OFAS) is an automated system used by NARA for entering, processing and tracking Form 80s orders, Form 72 orders, and Point of Sale (POS) transactions. The OFAS includes several functional modules, since it is an integration of the Great Plains Commercial-Off-The-Shelf (COTS) software product, other third party products and customized components and reports developed specifically to support NARA’s business processes. The parts of OFAS which are used by NARA end users during order fulfillment are based on the type of order being processed (Form 72, Form 80s, POS) and on the user’s role/organization. Several NARA organizations work together to complete the order fulfillment process, with the National Archives Trust Fund (NATF) providing centralized accounting and auditing for all types of orders.

B. Overview

There is a separate OFAS Procedures and Users Manual for each of the main areas of the order fulfillment process: Form 80s Entry; Form 80s Order Processing; Form 72 Processing; NATF Processing; POS Processing; and Purchasing and Receiving of Inventory. Each manual describes the end-to-end processes for that area, and includes both steps which involve doing automated procedures using the OFAS automated system and steps which involve doing manual procedures (such as sorting customer copies of Form 80s requests into separate batches).

This manual covers the Form 80s Entry Process. For this area, the OFAS module called Web Order Entry System (WOENet) is used for entry of Form 80s requests received from customers. WOENet is a web-based application developed in conjunction with the Dynamics.Commerce COTS component to provide a simplified interface for entering Form 80 requests into OFAS. Utilizing the Dynamics.Commerce component as a basis for development, a series of web pages have been developed utilizing Microsoft’s Active Server Pages to provide an order entry and document processing system.

WOENet has two separate components: the Scanning Utility and the Order Entry System. Each WOENet component is accessed through a separate icon on the computer desktop. The Scanning Utility is used to perform the first main function of WOENet, and the Order Entry System is used to perform three other main functions:

WOENet Scanning Utility

• Scanning images of the Form 80s order forms received from the customer into the system and entering data to support initial batch sorting of different request types

WOENet Order Entry System

• Entering additional customer and order data into the OFAS database

• Tracking status of scanned and processed Form 80s

• Providing metrics, reports, and tools used to monitor and administer the Form 80s order entry process

An overview of the Form 80s Entry Process is shown in the diagram on the next page. The Form 80s Entry Process starts with the receipt of the customer’s order request and ends with manually filing the original customer copy of the order form after the information needed to fulfill the order has been entered into OFAS.

After this point, the next steps in the Form 80s order fulfillment process are shown in the Form 80s Processing Procedures and Users Manual.

The following types of Form 80s orders will be entered into OFAS through WOENet:

Form 80 Veteran Records Form 80 Pension | Bounty Land Application Form 81 Ship Passenger Arrival Records Form 82 Census Records Form 83 Eastern Cherokee Applications Form 84 Land Entry Files Form 85 Pension | Bounty Land Warrant Application Form 86 Military Service Records

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Customers

- Send Form 80s requests by mail to

NWCTB

GOCO

• Opens and stamps received date on

NWCTB

Reviews fixed-fee mail requests Returns invalid forms to customers with appropriate explanation Manually sorts orders into batches Prepares batch sort cover sheet.

Carries sorted batches to GOCO

Overview of Forms 80s WOENet Procedures

GOCO

Performs data entry into OFAS, including −batch information −date form received (from GOCO date stamp on form) −Customer’s name −Customer’s address −Type of payment (bill-me or credit card number) −other contact information −Form type and preprinted number •Scans archival info block of request form, and attaches it to order information entered into OFAS.

Submits order to OFAS Files original form in secure location for pick-up by NATF.

System completes order sorting as required NWCTB prints pick tickets in daily work batches.

Pick ticket features include:

−archival request information (as scanned image) −Bar code with order number −Payment method: credit card or bill-me −Check boxes for direct replies when search results negative −Text box for stack location •See Form 80s Procedures and Users Manual for pick ticket sample

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C. User Roles

There are five different user roles for WOENet. Each one provides access permissions to one or more WOENet modules/functions:

1. Scanning Utility Only

2. Web Order Entry System Only

3. Scanning + Web Order Entry

4. Scanning + Web Order Entry + Reports

5. Administrator (access to all WOENet functions and reports)

Each user will be notified by their management of their applicable user role. When new users are entered into WOENet (as described in Section 8) they will be assigned the applicable user role.

D. Organization of this Document

This manual is organized in sections, which correspond with the steps in the Form 80 order entry process:

Section 2: SCANNING UTILITY – This section describes each step of the initial scanning process, beginning with the delivery of the Form 80s requests to GOCO, continuing through the scanning process, batch data entry, and ending with the start of the Order Entry process.

Section 3: WOENet DATA ENTRY SYSTEM – This section provides an overview of the WOENet data entry system and users log-in to it. The functions in Sections 4-8, below, are accessed through the WOENet screen shown after initial login.

Section 4: ORDER ENTRY – This section details the steps of entering customer and order data from a scanned Form 80 request into the WOENet Order Entry screen and submitting the order into OFAS. It explains each field of the order entry screen, including the mandatory fields.

Section 5: IMAGE TROUBLESHOOTING – This section explains how to mark or “flag” problem scans of Form 80s in WOENet to identify them for subsequent troubleshooting. It also explains how to view images that are currently flagged or have been deleted. The user is shown how to verify that an order has been placed and check its status by typing in the Batch ID, Form Number, or Master Number.

Section 6: ADMINISTRATION – This section details WOENet’s administrative functions, such as reporting individual, team, or system performance metrics like the number of forms processed daily, weekly, or within any user-specified date range by user(s), form type, or all. These functions will only be accessed by users with authorized security rights, such as the GOCO manager.

Section 7: REPORTS – This section shows how to view daily or weekly status reports and a list of forms processed that day or week. This section also describes the search function for viewing forms by certain criteria (such as Form Number or Batch ID) or for viewing metrics (such as how many forms have been processed within a specific date range, of a certain Form Type, or of Legacy/Non-Legacy type). These functions will only be accessed by users with authorized security rights, such as the GOCO manager.

Section 8: WOENet TOOLS – This module in the WOENet system is reserved for those users with administrator access. It describes how the administrator will add, delete, or view users, as well as archive or delete images that have been in the system for a specified amount of time.

Section 9: HELP – This section describes how a user can contact the OFAS help desk for additional support if they encounter system problems which they cannot resolve.

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2. SCANNER UTILITY

A. Overview

As shown in the diagram on page 2, NWCTB reviews and manually sorts Form 80 into separate batches (maximum number of forms per batch = 300) based on form type. Staff place a cover sheet identifying the sort criteria onto each batch. The information on the cover sheet for each batch is entered into the WOENet scanner utility screen, and each batch is placed into the high-speed scanner and scanned into the system.

After a batch has been scanned into the system, it will be ready for processing as described in Section 3.

Each step in batching and scanning the forms is described in more detail in the following paragraphs.

B. Form 80s Sort Batches

1. REMOVE INCOMPLETE, INCORRECT, ILLEGIBLE REQUEST FORMS

Incomplete, incorrect, invalid forms will not be processed through the WOENet scanner utility; they will be returned to the customer with an explanatory letter. Remove a form if:

It has a check with it

It is so crumpled or folded that it cannot be straightened out

It has mandatory information missing or illegible (such as name, address, payment type, etc.)

It is on an outdated form or is not on a form at all (such as a letter from a customer)

<IF NEEDED, NARA TO PROVIDE SPECIFIC STEPS FOR HOW REMOVED FORMS ARE RETURNED

TO THE CUSTOMER AND HOW TO GENERATE APPLICABLE FORM LETTER, AND WHERE THEY ARE

TO BE PHYSICALLY STORED>.

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2. SEPARATE LEGACY/NON-LEGACY FORMS

NARA has redesigned the layout of the NATF 80s series of forms to support the WOENet scanning process and the security of credit card information. NWCTB:

separates legacy from non-legacy forms (see Appendix A for a list of legacy forms) disposes duplicate carbonless copies from legacy forms disposes of envelopes and all unnecessary attachments

3. CREATE SORTED BATCHES

After the legacy and non-legacy forms are separated, break each group into further batches based on the sorting rules shown below:

Keep batches under 300 forms per batch

Group together in one batch all Form 82s (census), Form 83s (e. Cherokee) and Form 84s (land).

WOENet will use an automated procedure to identify and separate the forms in combined batches, based on the pre-printed serial form numbers.

Form 80 Request for Veteran Records: take each group of legacy/non-legacy forms and break them down into batches for:

1. Military service records

2. Pension applications (including bounty land warrant applications)

Take each batch produced by the above and separate it out into the following war batches:

1. Revolutionary War 1775-1783

2. War of 1812 1812-1816

3. Post Rev / Indian / related wars 1784-1858

4. Mexican War 1846-1848

5. Civil War: Union 1861-1865

6. Civil War: Confederate 1861-1865

7. Post Civil War / Sp-Am War 1866-1899

8. Regular Army 1794-1912

9. Navy

See the following diagram of how the 80s forms should be sorted:

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NATF Form 80s manual batch sorting guidelines.

Form 81s Ship Passenger Arrival Records: create two separate batches: New York and Other Ports.

The Form 80 is to be discontinued and be replaced by the Form 85 and Form 86, which should only have to batched into the war batches.

Form 85s (pension/bounty land): create a separate batch for each of the following wars

1. Revolutionary War 1775-1783

2. War of 1812 1812-1816

3. Post Rev / Indian / related wars 1784-1858

4. Mexican War 1846-1848

5. Civil War: Union 1861-1865

6. Civil War: Confederate 1861-1865

7. Post Civil War / Sp-Am War 1866-1899

8. Regular Army 1794-1912

9. Navy

Form 86s (military service): create a separate batch for each of the following wars

1. Revolutionary War 1775-1783

2. War of 1812 1812-1816

3. Post Rev / Indian / related wars 1784-1858

4. Mexican War 1846-1848

5. Civil War: Union 1861-1865

6. Civil War: Confederate 1861-1865

7. Post Civil War / Sp-Am War 1866-1899

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4. BATCH COVER SHEET

Complete a cover sheet for each batch, filling out the appropriate sorting criteria that applies in each case.

Place the cover sheet on top of the batch. Be sure that the information is completed correctly because it will be used to sort the forms and to assign them to the appropriate staff for servicing. Sample batch cover sheets are shown on the next two pages.

FINAL - Version 2.0 8 θ legacy forms θ non-legacy forms θ NATF Form 80 θ Pension θ Military Service θ Rev War 1775-1783 θ War of 1812 1812-1816 θ Post Rev / Indian / related wars 1784-1858 θ Mexican War 1846-1848 θ Civil War Union θ Civil War Confederate θ Post CW / Spanish-American War 1866-1899 θ Regular Army 1792-1912 θ Navy θ NATF Form 81 θ New York θ Other θ NATF Form 82 θ NATF Form 83 θ NATF Form 84

FINAL - Version 2.0 9 θ legacy forms θ non-legacy forms θ NATF Form 85A pension θ NATF Form 85B bounty land warrant θ NATF Form 86 military service θ Rev War 1775-1783 θ War of 1812 1812-1816 θ Post Rev / Indian / related wars 1784-1858 θ Mexican War 1846-1848 θ Civil War Union θ Civil War Confederate θ Post CW / Spanish-American War 1866-1899 θ Regular Army 1792-1912 θ Navy

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C. Log into the Scanner Utility

1. Start the scanner utility

At the beginning of the day, the user starts the Scanner Utility login screen by double-clicking on the Scanner icon on the computer desktop. The login screen for the scanner utility is displayed:

2. Enter user name and password

Type in the User Name and Password in the spaces provided.

Click the OK button.

Clicking the Cancel button will close the Scanner Utility and return the user to the computer desktop.

If the User Name and Password are not accepted by the system, the following message is displayed, and the user will click OK to be brought back to the Login screen to retry logging in.:

3. Wait for application to load

If the User Name and Password are accepted by the system, the “Splash Screen” shown on the following page is displayed. The splash screen will be visible for 60 seconds, while the system is loading starting data into appropriate combo boxes in NARA Scanner Form.

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Scanner Utility splash screen:

There is no action required by the user at this time. The user need not click the OK button displayed.

After this screen has finished loading, the WOENet Scanner Utility Entry Screen will be displayed and is ready for use. While the user will only need to log in once at the beginning of his/her work, the Scanner Utility Entry Screen will be used several times during the day for entering information on each batch to be scanned. The steps for using this screen to enter information on each batch for scanning are described in the next section.

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D. Scanner Utility Data Entry Screen

1. BATCH INFORMATION DATA ENTRY

Before each batch is placed into the document feeder to be scanned, data from the batch cover sheet must be entered by selecting the appropriate values from the dropdown boxes pictured here. Not every field on the screen is available for all batch types. After the Form Type is selected, the Scanner Utility “grays out” or makes unavailable fields that are not needed. For example, if the user chooses the Form Type of Form 81 (requests for Ship Passenger Arrival Records), the War and Request fields are grayed out by the system.

However, the user is required to select a value for the Port of Entry field. If the form type of the batch was Form 80, the Port of Entry field would be grayed out but the user would have to input the War and Request fields.

PENSION TYPE

WOENet

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The batch sorting criteria, activated by selections from the dropdowns, are described below. Click on the dropdown arrow to the right of the selection category, highlight the selection, and unclick.

A) FORM TYPE

A selection in this field is mandatory. Based on the batch cover sheet, select the applicable form type from the dropdown box:

• Form 80 Veteran Records A

• Form 80 Pension | Bounty Land Application A

• Form 81 Ship Passenger Arrival Records B

• Form 82 Census Records C

• Form 83 Eastern Cherokee Applications D

• Form 84 Land Entry Files E

• Form 85 Pension | Bounty Land Warrant Application F

• Form 86 Military Service Records

A screen shot of the Form Type dropdown box is shown below:

PENSION TYPE

WOENet

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B) LEGACY

This dropdown is used to separate legacy or outdated forms from non-legacy or current forms. Based on the information on the batch cover sheet, select either:

• Non Legacy

• Legacy

C) WAR TYPE

If applicable, select the specified war type, based on the information on the batch cover sheet:

1. Revolutionary War 1775-1783

2. War of 1812 1812-1816

3. Post Rev / Indian / related wars 1784-1858

4. Mexican War 1846-1848

5. Civil War: Union 1861-1865

6. Civil War: Confederate 1861-1865

7. Post Civil War / Sp-Am War 1866-1899

D) PENSION TYPE

If applicable, select the specified pension type, based on the information on the batch cover sheet:

• Pension

• Bounty land warrant application

E) PORT OF ENTRY TYPE

If applicable, select the specified port of entry type, based on the information on the batch cover sheet:

• New York

• Other

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2. ENTER THE NUMBER OF FORMS IN THE BATCH

After all the applicable fields on the Scanner Utility Entry Screen have been entered, the user will click the Click to Scan button. The following window will then be displayed:

***NOTE*** If NARA’s business process provides that NWCTB does the page count and enters it on the cover sheet, enter that amount in the field shown above. If this is not done prior to scanning, follow the steps below:

The user must manually count the number of forms in the batch and type that number into the shown above.

While counting the forms, the user should make sure that:

each form is facing in the same direction the forms are not stuck together there are no adhesives, staples or clips on any of the forms

If the user enters a character instead of a number into this field, the following error message will be displayed. The user will click OK to redisplay the Number of Images to be Scanned screen and either reenter the number of pages or click the Cancel button.

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*** IMPORTANT *** No more than 300 forms can be scanned in one batch. If the batch has more than 300 forms, separate the forms into two batches, copy the cover sheet from the first batch and put it on top of the second batch.

3. SCANNING THE BATCH

Insert the batch of forms into the scanner face up and with the top of the forms facing the scanner.

4. START THE SCANNING PROCESS

When the forms have been inserted into the scanner, the user will click the OK button on the Number of Images to be Scanned screen.

If no scanner has been installed, the message box will appear, saying “No Scanner found.” If this message is displayed, the user will need to contact their supervisor.

If a scanner has been installed properly, the system will start scanning the batch automatically, and the following screen will be displayed. The blue bar will continue to get longer on the screen as the scanning continues.

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If the system experiences a problem with the scanning, the window below will appear alerting the user that an error has occurred.

Errors can result from:

the user not having counted the forms properly

“double-feed,” which means that the forms have stuck together and been scanned together

“jamming,” which means a piece of paper has been caught in the scanner.

In any of the above scenarios, the problem must be repaired and the entire batch must be rescanned. If:

the user’s page count was incorrect recount the pages, reenter the accurate page count, and rescan the batch

“double-feed” has occurred unstick the pages that were scanned together, reenter the page count, and rescan the batch

“jamming” has occurred remove the jammed paper from the scanner, reenter the page count, and rescan the batch.

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5. BATCH REPORT REVIEW

When the scanning is successfully completed, click the End Button on the Scanner Utility screen, and the Batch Report shown below displays on the screen. This report may be printed or saved. The report shows the identifying information for the batch, including the Batch ID and the Image IDs assigned by the system.

The Batch ID and Image IDs are used by the system during the order entry process.

<IF NEEDED, NARA TO PROVIDE FURTHER SPECIFIC PROCEDURES/GUIDELINES FOR PRINTING,

SAVING and/or FILING THE REPORT>.

6. REMOVE BATCH FROM SCANNER

Remove the scanned batch the scanner and put <IF NEEDED, NARA TO PROVIDE SPECIFICS OF

PHYSICAL LOCATION AND PROCEDURES FOR STORING THE SCANNED BATCHES>.

7. REPEAT PROCESS FOR NEXT BATCH

After closing the Batch Report screen and removing the batch from the scanner, the Scanner Utility Entry screen shown in Step 1 is redisplayed with all fields blank. Process the next batch, starting with Step 1.

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8. LOGGING OUT OF THE SCANNER UTILITY

Upon completion of the scanning process and printing out the last Batch Report, click the “X” in the upper right corner of the screen to log out of the Scanner Utility.

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3. WOENet DATA ENTRY SYSTEM

A. Overview

As described in the previous section, Form 80 requests are initially opened by the GOCO, stamped with date of receipt, and forwarded to NWCTB. NWCTB manually sorts them into several subject-based batches for processing in the system by the scanner utility. After the Form 80s images are scanned into the system through the scanner utility, they are stored in a secure directory on the server and are immediately available for further order entry processing through WOENet Entry System.

WOENet provides users with a Web interface that automatically retrieves images from the secure image storage directory and displays the image of the form side by side with an order entry form on the computer screen. The user reads specific fields from the image and inputs the data into the fields on the order entry form on the screen. After the entered data fields are checked by the system for completeness and checked manually by the user for accuracy, the user submits the order and the system stores the entered data in the OFAS database.

In addition to entering orders through WOENet, authorized users can also access several administrative functions and reports through WOENet to manage and monitor the order entry process and the WOENet system.

B. Logging Into WOENet

1. BROWSER ACCESS TO WOENet

Begin the login process by opening the Internet Explorer browser on the computer desktop <IF

NEEDED, NARA TO PROVIDE SPECIFIC GUIDELINES/PROCEDURES FOR ACCESSING THE

WEB BROWSER AND BOOKMARKING THIS ADDRESS>

The URL for WOENet is http://halsey/form80/default.asp. Type this into the address bar of the browser and press the enter key on the keyboard to launch the WOENet system.

Users will not be prompted for a username or password at this point in the WOENet process. All users will have access to the main WOENet entry screen.

http://halsey/form80/default.asp�

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2. WOENet HOME PAGE

The WOENet Home page shown below is now displayed on the screen. Users will return to this screen after accessing any of the WOENet functions described below.

*need to change “functional offerings” to “functions” The links on the left of the screen (Order Entry, Reports, Image TRK, WOENet Tools, Admin, Help, and

Home) represent the WOENet functions and can be clicked to access particular function required. The use of each button is explained in detail in the following sections.

The welcome paragraph on the home page explains the purpose of WOENet and its primary functions.

It also explains to first-time users how to access each WOENet function .

Below the welcome paragraph is a “quick view” report of the Form 80 images scanned or processed to date, to week, or today. Date and time show the currency of the information in “quick view.”

Form 80 Images Scanned tallies all forms processed through the scanner utility, as explained in Section

2 of this document (Scanning Utility), where Image IDs and Batch IDs are assigned.

Form 80 Images Processed tallies all forms that have had customer order entry information entered into the WOENet system by the GOCO user (as explained in the following section).

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C. Logging Out of the WOENet Home Page

To log out of the WOENet system, the user has two options:

1. Click on the “X” in the upper right corner of the home page screen.

OR

2. Click on File and drop down to Close.

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4. ORDER ENTRY

This section explains how the user performing order entry takes information from the Form 80s and enters it the WOENet system.

A. Enter a Form 80 Request

1. CLICK ORDER ENTRY BUTTON

From the WOENet Entry screen, use the mouse to click on the Order Entry button on the left. This action opens the next available image from which order information must be entered.

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2. ENTERING ORDER INFORMATION

Below is an example of a scanned image that will be displayed upon clicking the order entry button:

The screen shown above is divided into two sections. On the right side of the screen is the Form 80s image that has already been scanned using the scanner utility. It has already been assigned a Form Number.

Enter the required information from the scanned image on the right side of the screen into the form on the left side of the screen. If the scanned image appears incomplete, unreadable, or the validity of the information entered is questionable, users can click the Clear Image button as described in section C, Image Troubleshooting. This button flags the image for later review while clearing the entry section for the next form to be processed.

The cursor will begin at the Last Name field where the user fills in the necessary information in the blank space.

After filling in a field using the information on the scanned image seen on the right of the screen, the user should press the Tab key on the keyboard to move to the next field to be filled in.

Below is an explanation of each field on the Order Entry screen:

Last name – Enter the last name of the customer who has sent in the Form 80s request. It may be no longer than 50 characters (letters) in length. This is a mandatory field on the Order Entry screen..

First name – Enter the first name of the customer. It may be no longer than 50 characters (letters) in length. If the requestor lists a middle name or initial, it may be inserted in this field following the first name (e.g., James F.). This is a mandatory field on the Order Entry screen.

Address – Enter the billing and shipping address of the customer. It should include house number and street address, or Post Office Box number. This is a mandatory field.

Address #2 – This is not a mandatory field and should only be filled in if the individual requesting the Form 80 information lists an apartment or suite number or a second line of an address.

City – Enter the city in which the individual who has sent in the Form 80s request lives. This is a mandatory field.

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State – Enter the state in which the individual who has sent in the Form 80s request lives. This is a mandatory field.

Zip Code – Enter the zip code for the individual who has sent in the Form 80s request. It may be 5 or 9 digits long. This is a mandatory field.

Phone Number – Enter the customer’s daytime phone number. An area code must precede the phone number. A country code is necessary for requests from individuals residing outside the United States.

Do not enter any parentheses or dashes between digits. If the customer has not provided their daytime phone this field can be skipped.

Country – Enter the country in which the individual who has sent in the Form 80s request lives. If this field is left blank, enter United States. If the requestor does not live in the US, this field should be filled in with the proper country name.

Email – There is no block on the printed form for a customer to enter their email but often they will handwritten in into a margin. If you see an email address (written in format of: name@name.com) enter it here. This is not a mandatory field.

Form Num – Enter the Pre-Printed Serial Form Number from next to the mailing label. This is a unique number that is pre-printed on every form for tracking purposes. It is not assigned by the scanner utility.

It is found on the bottom right of the scanned image.

Vet State – This is only applicable when Form 80 (Veteran Records), Form 85 (Pension / Bounty Land

Applications), or Form 86 (Military Service Records) are requested. Hence, this field will not always be shown (e.g., on Forms 81, 82, etc.). It is read from the Block 5: State From Which He Served, and the standard two character state abbreviation should be entered.

CC Number – Enter the credit card number provided by the customer on the Form 80s request. If this field is left blank, the WOENet system will identify the request as a “bill-me,” and that the customer will pay at a later date. Do not put any hyphens between the digits of the credit card number. After completing the order form and submitting the information, the WOENet system runs an algorithm that verifies that the credit card number has a valid format. It does not verify at this time whether the credit card itself is authorized, declined, etc.

CC Expire – Enter the 2-digit month and 2-digit year of the expiration date of the credit card. This field must be filled in if the user is paying with a credit card.

mailto:name@name.com)enter�

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In the event that errors were made during order entry, the order entry fields may be cleared by clicking the Reset button. This does not clear the scanned image on the right of the screen:

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B. Verifying Order Entry

1. SUBMIT ORDER INFORMATION

Once you have entered all required information into the Order Entry form, click the Submit>> button on the bottom of the form:

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2. VALIDATE ENTERED INFORMATION

After clicking the Submit>> button, a data validation screen will be displayed. Check each field for errors or typos, matching the order form against the scanned image still available to the right. See an example of the validation screen shown below:

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C. Flag Images

If the scanned image appears incomplete, unreadable or the validity of the information entered is questionable, the user may choose to click the Clear Image button. This button flags the order for later review while clearing the entry screen for the following form to be processed.

D. Completing Order Entry

1. SUBMIT OR CORRECT INFORMATION

If there are no mistakes on the order form, click the Submit Entry button from the Validation screen. This completes the Order Entry portion of WOENet.

If, however, there are mistakes on the Order Entry form, do NOT push the Back button on the web browser (the reason is explained below), but should instead click on the link titled Order Modification Page from the Validation screen.

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Clicking on the Order Modification Page link brings the user to an Order Entry form that looks exactly like the one shown previously. From here, the user makes necessary changes and follows the same steps explained above. After making changes, click the Submit>> button, which leads to the Validation screen, where the user once again checks the order form. If everything is correct, click the Submit Entry button to finalize order entry. After clicking the Submit Entry button, no further changes can be made to the order form, and the Order Entry portion of WOENet is completed.

The user is automatically brought back to the Order Entry screen with a new image showing on the right to be processed.

*** WARNING *** The user should always use the Home or Exit buttons at the bottom of the order entry screen to properly exit this portion of WOENet. Closing the browser prematurely or redirecting to a different web page without first clicking Home or Exit will cause the latest Image ID displayed to sit in limbo for up to ten minutes. This means that this specific image would not be available for processing until the default processing timer had expired for this order entry session.

*** WARNING *** The use of the web browser’s Back button functionality (seen below) is strictly prohibited in the Order Entry section of WOENet. To modify an order entry after the initial screen, utilize the Customer Modification page as documented above. Using the Back button will flag an error to the user and prompt the user to exit the order entry section and begin the order process again. Extensive use of the Back button in order entry after an image has been processed will also cause additional errors but will not allow for double order entries.

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5. Image Troubleshooting

Image Troubleshooting is used for viewing or processing flagged/dumped images (See section 4. C.

Flagging Images) and verifying the order entry status of other images based on specified metrics. A complete explanation of all functions performed by the Image Tracking function is listed below.

Access the Image Troubleshooting screen by clicking the Image TRK button on the left of the WOENet Home page:

The Image Troubleshooting screen appears after the user clicks the Image TRK button. This screen is viewable to all users but only those with proper access credentials are permitted to view the statistics contained within these reports.

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To view the statistics linked from the Image Tracking screen, the user must have the proper access credentials. Any user who clicks on a report within the Process Flagged Images, Process Dumped Images, or Verify Order Entry Status must have already logged in with the proper User Name and Password to be taken to these reports. If the user has not done so, he/she will be prompted with the following message:

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If the user enters in the proper User Name and Password that grants him/her access to the reports in this section, the user will be allowed to click on any of the links contained on this screen. If the User Name and Password do not match those of someone with proper credentials, the user will have two other attempts to input a proper User Name and Password. If, at the end of the three tries he/she still fails to log in correctly, the following screen will appear:

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A. Process Flagged Images

Flagged images are those scanned images that were deemed by the Order Entry user to be incomplete, illegible, incorrect, or unable to be processed. When the images appear on the Order Entry screen and meet any of the above criteria (incomplete, illegible, incorrect or unable to be processed) the user flagged the image by clicking on the Clear Image key in the Order Entry screen.

These flagged images can later be viewed by the user by accessing the Process Flagged Images function through the Image TRK button.

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1. View current list of flagged images

This function allows the user to view all images which have been flagged for later review using the Clear Image button on the Order Entry screen. The user clicks on this link and is brought to the following screen:

The Image ID column on the left corresponds with the unique identifying number assigned to the image by the scanner once it has gone through the scanner utility, prior to order entry.

The Batch ID column refers to the number assigned by the scanner utility to a batch (like forms, of the same Form Type, veteran/non-veteran, etc.).

The Form Type column identifies the type of form of the image. The Form Types and their corresponding numbers are listed in the Scanner Utility section (2.A.1).

The Scan Date column tells the user the date and time in which the image was first scanned using the

Scanner Utility.

As a guideline, this function should be used to monitor the number of flagged images so that there are no more than 10 flagged images at any time in the WOENet system in order to prevent backlog. When there are 10 or more flagged images, the user with access to this screen should click on the Image ID of the oldest flagged images and see whether or not they are able to be processed.

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The user may select a particular flagged image to view by clicking once on the Image ID that corresponds to the image.

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Clicking on an Image ID button brings the user to a screen similar to the one seen below. (The image scanned will be different as it will correspond with the Image ID selected.):

This screen works in the same manner as the Order Entry form, and therefore if the user wishes to process this flagged image from this point, he/she goes through the exact same steps as detailed in Section 4 of this manual.

If, at this point, the flagged image is still unable to be processed for reasons of incompleteness, illegibility, or incorrectness, the user may choose to dump the image by clicking on the trash can on the bottom of the screen.

This does not delete the image from the WOENet system entirely, but rather brings it to the Dumped Images section of WOENet (also accessible through Image TRK).

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Because users are encouraged to process or dump flagged images shortly after they have been initially flagged, the screen display is limited to 20 flagged images on this screen, and these flagged images will be those that have been in the WOENet system the longest. This means that although there may be more than 20 flagged images in the system at one time, the system will use “first in first out” logic as possible when presenting the images to the user.

2. View list of flagged images based on date range

*** NOTE*** This function has not been completed because it represents a future development option for NARA. This function would allow the user to specify a certain start and end date from which to view all images that have been flagged for later review. All screens currently under development appear as follows:

3. Search for flagged images by Form Number or Batch ID

*** NOTE*** This function has not been completed because it represents a future development option for NARA. This function would permit the user to perform a search for all images flagged for later review using either the Form Number or the Batch ID, if known.

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B. Process Dumped Images

Dumped images are those that were originally flagged for later review in the Order Entry stage but, upon review, were deemed unprocessable by the user. This means that the user cannot complete Order Entry simply by using the scanned image shown in WOENet. The user may then decide to view the dumped images, using this link, in order to pull a physical copy of the dumped form to see if it is more legible, or to call the requestor to ask for further information personally.

1. View list of dumped images

This link works in the same manner as the View List of Flagged Images link, explained in the previous section. By clicking on View List of Dumped Images, the user is brought to the following screen:

The Batch ID column refers to the number assigned by the scanner utility to a batch (like forms, of the same Form Type, veteran/non-veteran, etc.).

The Form Type column identifies the type of form of the image. The Form Types and their corresponding numbers are listed in the Scanner Utility section (2.A.1).

The Scan Date column tells the user the date and time in which the image was first scanned using the

Scanner Utility.

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The user can view the dumped image by clicking on the corresponding Image ID. This brings the user to the following viewing screen:

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From this point the user is advised to print the dumped image being displayed by clicking on File and selecting Print. This will allow the user to take the printed version of the dumped image to the location in which the physical form requests are found if the user wishes to attempt processing in that manner.

The Print window will appear. The user may indicate the number of copies if desired and then click OK.

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If the user does not think that processing is possible, he/she may choose to clear the dumped image from the WOENet system entirely. This means that there will be no record of the image in the system. This can be done by clicking on the Delete Image ID link on the bottom of the Display Dumped Image screen:

Clicking on the Delete Image ID link brings the user to a screen which informs the user that the image has been permanently removed from the system. From this point, the user returns to the list of current dumped images by clicking on the trash can:

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2. Delete history of dumped images

If a user has already gone through the process of printing the dumped image screen AND attempting to process the image by either calling the requestor or looking at the physical form and the user is still unable to process the image, the user may quickly delete the dumped image from the WOENet system by using this link to Delete History of Dumped Images. From here, the user types in the Image ID that has been dumped and is to be deleted, and clicks Submit>>.

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If the Image ID corresponds with one that is in the dumped images list, the image will be successfully deleted from the WOENet system and the following message will appear:

From here the user may enter in another Image ID to be deleted and then click Submit>>, or he/she may click on any of the buttons on the left of the screen to perform another function.

If the user does not enter a valid Image ID corresponding with an image that has been dumped, no image will be deleted, and the user will receive the following message:

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From here the user may enter in a valid Image ID to be deleted and then click Submit>>, or he/she may click on any of the buttons on the left of the screen to perform another function.

3. Restore dumped image for flagged image processing

*** NOTE *** This link represents a future development option for NARA. Its functionality has not been finalized.

C. *** FUTURE OPTION *** Verify Order Entry Status

*** NOTE *** This list of reports within the Image Tracking section of WOENet represents a future development option for NARA. It would be used for tracking the order entry status of images that have been scanned, to show whether they have been processed, flagged, dumped, etc., as described below.

1. Verify order entry by Batch ID

*** NOTE *** This function has not been completed because it represents a future development option for NARA. The user may access this function by clicking on the link of the same name in the Image TRK screen. This function may be used to verify the order entry status of a set of forms using their Batch ID number. In this way, the user will be able to track whether the order has been scanned only, flagged for later review, or fully processed.

2. Verify order entry by Form Number

*** NOTE *** This function has not been completed because it represents a future development option for NARA. The user may access this function by clicking on the link of the same name in the Image TRK screen. Using this function the user may enter in the Form Number, which is the unique number found on every request prior to scanning, to check the order entry status of a particular request.

3. Verify order entry by Master Number

*** NOTE *** This function has not been completed because it represents a future development option for NARA. The user may access this function by clicking on the link of the same name in the Image TRK screen. Using this function the user may enter in the Master Number, which is the unique number assigned by Great Plains software upon completion of the processing, to check the order entry status of a particular request.

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6. Administration

The Administration screen allows the user to search for Individual Performance Metrics, including the number of forms processed that day, that week, or within a specified date range by a specific user, as well as System Performance Metrics, including total WOENet processing that month, that year, or based on a specified date range or Form Type.

It may be accessed by clicking the Admin button on the left of the WOENet Home page:

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Upon clicking on the Admin button, the following screen will appear:

This screen may be viewed by all users accessing the WOENet system. However, any user that attempts to click within the links of the Administration page will be prompted for an appropriate User Name and Password.

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To view the statistics contained within the Administration screen, the user must have the proper access credentials. Any user who clicks on a report within Individual Performance Metrics, Team Performance Metrics, or System Performance Metrics must have already logged in with the proper User Name and Password to be taken to these reports. If the user has not done so, he/she will be prompted with the following message:

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If the user enters in the proper User Name and Password that grants him/her access to the reports in this section, the user will be allowed to click on any of the links contained on this screen. If the User Name and Password do not match those of someone with proper credentials, the user will have two other attempts to input a proper User Name and Password. If, at the end of the three tries he/she still fails to log in correctly, FINAL - Version 2.0 50

A. Individual Performance Metrics

The reports contained within this link give the administrator statistics on the individual performance of specific users, such as how many forms they have processed in a day, a week, or within a specified date range. This may be helpful in tracking productivity and in comparing work accomplished by different users.

1. Number of forms processed today by a specific user

Clicking on this link brings the administrator to a screen with a dropdown box from which to choose a specific user in order to find a list of all forms processed by that person on that day. Click on the dropdown box to select the appropriate user, and then click Submit >> to process the query. See the following screen shot:

A screen will then appear listing the amount of forms processed by the specified user on that day. Below the requested number of forms for that specific user will be an entry location for a new query: “Please enter an additional user below.” From here the user may enter in another user and click the Submit>> button, or he/she may click on any of the buttons on the left of the screen to begin another function.

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2. Number of forms processed this week by a specific user

Clicking on this link brings the user to a screen with a dropdown box from which to choose a specific user in order to find a list of all forms processed by that person during that week. Click on the dropdown box to select the appropriate user, and then click Submit >> to process the query.

A screen will then appear listing the amount of forms processed by the specified user on that week. Below the requested number of forms for that specific user will be an entry location for a new query: “Please enter an additional user below.” From here the user may enter in another user and click the Submit>> button, or he/she may click on any of the buttons on the left of the screen to begin another function.

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3. Number of forms processed by a specific user based on date range

Clicking on this link brings the user to a screen with a dropdown box from which to choose a specific user in order to find the number of forms processed by that particular person within a specified date range. From here the user uses the dropdown boxes to select a start and end month, day, and year in order to specify the desired date range. The user then clicks the Submit>> button. See the following screen shot:

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A screen will then appear listing the amount of forms processed by the specific user within the date range specified by the administrator. See the following screen shot:

Below the requested number of forms for that specific user will be an entry location for a new query: “Please enter an additional user below.” From here the administrator may enter in another user name and click the Submit>> button, or he/she may click on any of the buttons on the left of the screen to begin another function. The administrator may also reset the date specifications to “today’s date,” in order to facilitate date range entries.

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B. Team Performance Metrics

This function allows the administrator to track the number of forms processed by the entire GOCO data entry staff.

1. Total team processing based on date range

By clicking on this link, the user is brought to a screen in which he/she specifies a date range from which to view the number of forms of all types processed by each member of the GOCO data entry team.