Transcript www.txdemocrats.org

The VAN
Tools and Data Entry
Objectives for the Day
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Utilize the Create a List Tool
Setup and use a Virtual Phone Bank
Cut turf for a block walk
Basic Data Entry
Scheduling Events in the VAN
Adding Event Participants
Please hold questions until designated
times
What is the VAN and how do I get it?
● The state gives VAN to county chairs to help
implement data driven voter contact operations in
their counties.
● County Chairs can create VAN accounts for staff,
interns, and trusted activists who need it for
creating call/walk lists or entering data from events
● Candidates purchase the VAN from the state party.
County Chairs cannot give VAN access to the
candidates for use on individual campaigns
How can we use the VAN?
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create call lists for phonebanks
cut turf for blockwalks
Scheduling events
Target key voters
Why use the VAN
The VAN is a centralized database specifically
designed for capturing data and using that data
in the most effective way possible.
Effective campaigns are people focused and
data driven. Maintaining an accurate database
is key to successful campaigns.
Survey Questions
Survey Questions help us target voters.
Survey Questions are built into the script and
drive the conversation forward
Create a list of Potential Volunteers
Questions and Answers
Cut Turf
When cutting turf for a blockwalk, use the script
and target designated for blockwalks
Questions and Answers
The Virtual Phone Bank (VPB)
What is the Virtual Phone Bank?
The VPB is a way for folks to access a list of up
to 20,000 folks to call. We can use the VPB to
identify supporters, invite people to events, or
any other activity for which a script can be
used.
Step 1
Once you have a list, you can hit the calls
button (shaped as a phone) to start setting up
your VPB.
Step 2: Rename
● Rename your phone bank. Check any
boxes you will want to see during the
conversation.
● Selecting Editable Display means you can
update that information during the
conversation with the voter.
● Include all in household to have the
names of all the voters in the house.
● Click Next to continue
Step 3: Accessing VPB
● Add anyone to the
‘users with access’
column that will be
helping you make
calls.
● write down VPB
code up at the top
● Save Results
How to access a VPB
You can either give folks the VPB code to enter
into the VPB Code spot or give the name of the
VPB to those with VPB access and they can
access the VPB from the main menu
After clicking on the VPB icon, you will see a list.
Either select your VPB, or type in a VPB code. Click
the Next button.
Welcome to the Virtual Phonebank
Click Next
Make the Calls
The VPB provides a script and a voter
for you. As you make your way
through the script, be sure that you
record the answers to your survey
questions.
Once you have completed the call,
check the answers for accuracy and
hit the Save/Next button.
The VPB will end at the end of your
list.
Tips and Tricks
● You cannot go back, so be sure to check
your answers before you save
● When you take a break, be sure to save you
work. Be sure to hit save/next when you
come back from break to make sure you are
not logged out while you’re on a call.
Questions and Answers
Data Entry
Accurate data is important for our campaigns.
It is very important to enter data the day the
conversations happened.
Ways to enter data
● Quick Look Up
● Grid View
● Quick Mark
Quick Look Up
Quick look up is the easiest way to find
someone in the database.
This tool will provide folks that meet ALL
criteria, so if you add a name and a phone
number, only the person who meets both
criteria will populate
When to use Quick Look Up
You can use quick look up to tag someone quickly with an
activist code. If you want to add or change information
about a volunteer who attended an event, you will use
Quick Look Up.
You can add survey questions under individuals as well by
hitting the surveys tab and then ‘add new survey question’
and then input the appropriate data.
How to use Quick Look Up
Enter as much or as little information as you have into the fields.
If you enter too little information, you will receive a very large
return of folks. Click on Search
Generally I search by last name, first name and address.
Select the correct voter
From the list provided, select the appropriate voter
by clicking on their name
Add Survey Response
Find the Survey Response
header in the VAN profile
Fill in the Appropriate Data and Save
Be sure to include how the voter was
contacted and by whom, the question
that was asked and their response to
that question.
Questions and Answers
Quick Mark
● You can enter
responses for multiple
people with this tool.
● This tool is best for sign
up sheets gathered from
folks without pulling a list
Select Type of Data to Enter
Select which type of data
you would like to enter. You
will be applying the same
data to multiple people.
Let’s add a ‘not home’
canvass result code
Click next
Choose result code
Specify how the voter was
contacted, when they were
contacted, by whom they were
contacted, and what the result of
the canvass was.
In our case, the voter was not
home.
Click Finish.
Search for voter, then save
Tips and Tricks
● Only entering data you know for a fact is
correct saves time
● For common names, enter an address, or
city to help narrow results
● If the ‘Use SmartName Technology’ box is
checked, then similar names will be returned
‘Smith, Mary’ will return ‘Smith, Maria’ etc.
Questions and Answers
Grid View
Grid View enables you to
enter in lots of data at
once. It provides you
with a table like interface
in which you can easily
enter data.
Grid View is used when
you’re entering data from
a list created in VAN
Enter your list number
The list number is written at the bottom of your printed page, next to the page number
Choose your Script and Reporting Format
Choosing the right script
ensures that the same survey
questions asked are the same
survey questions in the table.
Choosing the right reporting
format will enable you to enter
your data according to what was
being collected.
Click Next.
Enter your data into the table
Search for voters using their VAN ID, to the left of the name. Make sure to save often.
this floppy disc is
the save icon.
click on this icon
to save the work
you have been
doing.
Tips and Tricks
You can enter all contacts, and use the “mark
remaining not home” button to mark the
remaining folks on the page ‘not home’ since
that is a common response.
Use Save/Next to move pages as you enter
data, use Save if you are stopping in the middle
of a page.
ALWAYS SAVE YOUR DATA
Be sure to save your data. In the top right
corner, you will see a floppy disc. Make sure
you click that icon in order to save the data
you’ve entered.
If it didn’t SAVE, it didn’t happen.
Questions and Answers
MY CAMPAIGN
● My Campaign is a separate database that enables
users to store and track volunteers.
● Tools available in my campaign
○ Events Scheduler
○ Volunteer Profiler
○ Organizations Tool
○ Staging Locations
● My Campaign is a good tool for folks building for an
event.
Calendar of Events
The Calendar of events allows you to
schedule folks for shifts for events.
It allows you to see what other events
are happening in the county and who
will be attending what events.
The Calendar exists in my campaign
Schedule an Event
Click on a day on
the calendar.
Then click on the
“add new event”
icon in the top right
corner.
Add event type
Here you can specify what
kind of event you are
creating for the Committee,
be it a door knocking event
or a phone calling event.
Click Continue
Enter in your event details
Name your event, give it a short name, define the times, how many shifts will be going out, whether the event is
repeating, where it will be, what kind of volunteers you need, and keep editing privileges open so anyone can
add folks to any events that happen to be nearby the voter.
Click on the ‘add participants’ button to add folks to the event and to choose their roles.
Scheduling shifts in the VAN
Choose what role you need
to schedule, who did the
recruiting, when the
recruiting happened, and
how that recruiting
happened.
Click Finish
Finding your Volunteers
Search for your volunteers as you would in Quick Lookup.
Scheduling your Volunteer
Click on the box for the shift option, then press Save/Next
When scheduled, you will see a grayed out box next to the name
of the volunteer. Continue until you have scheduled everyone.
Tips and Tricks
● If you can’t find folks in my campaign, search in the
voter file. This is called “Pulling/copying into
mycampaign”
● My Campaign is a completely different database than
My Voters, so the voter history will not be available in
this database.
● You can switch databases by selecting the tabs at the
top right of your screen
Viewing Participants
When you get to your event, click on it.
You will see an icon of three blue
people. Click on that, and you will get to
your Participant list.
This is where you will go if you need to
change a person’s attendance “status”.
Marking shifts after the event
Here you will find all of your participants. From the drop down menu, you can determine whether the shift was
completed by the volunteer, whether they called and cancelled, or whether they just didn’t get to the event. Be
sure to save and close when you are finished.
Questions and Answers
This concludes the TDP VAN
presentation. Please email
[email protected] with
questons.