Transcript Campaign Finance Smart Client Application Training Philadelphia Department of Records

Philadelphia Department of Records
Campaign Finance
Smart Client Application Training
January 10, 2008 – 6:00 pm
January 11, 2008 – 12:00 pm
Agenda
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Introductions
Smart Client Key Features
How to use the Smart
Client
Alternative Filing Methods
Questions
Smart Client – Key Features
 Reports
 Easy
and Forms
electronic filing of all reports: Campaign
Finance Report, Campaign Finance Statement,
24 Hour Contribution/Expenditure Report,
Independent Expenditure Report
 Printable Affidavit
 Transaction Report
Smart Client – Key Features
 Processing
 Electronic
Convenience
validation of Filer ID
 Easy amendment handling
 Filer address requirements to match Campaign
Finance website
 One-key shortcut for “Philadelphia”
city value
Smart Client
Smart Client Benefits
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Supports large and small submissions
Stores data on local PC allowing off-line data entry
Enables one-click Internet filing of Campaign Finance
Reports and Statements
Imports and Exports State text files
Increases filing accuracy by displaying warnings
Produces a printed report
of Campaign Finance
Reports and Statements
Smart Client
Things you will need…
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PC with Windows 2000 or higher, and the latest Service Pack
updates
Internet connection for software updates and electronic filing
(NOTE: electronic filing is blocked by the City Hall firewall)
CD for initial install, or download the application here:
http://philadox.phila-records.com/cfsc/
User’s Guide (included on Installation CD)
In case you have questions or problems please
contact [email protected]
After the installation…
Smart Client
Smart Client Program Location
Smart Client
The First Time You Launch…
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Setting up Filers
Use your Assigned Filer ID given to you by the
Philadelphia Records Department or the
Department of State
 Select the Cycles applicable to your campaign
 Add Filers – one per supporting candidate or
committee
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Filer > Filer Profile
Smart Client
Filer Profile
Smart Client
Menu Summary
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File
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Import
Export
24 Hour
Export –
NEW!
Exit
Reports
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Filer
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Tools
Campaign
 Filer Profile
 Check for
Finance
Updates
 Select Filer
Statement
 Report
Campaign
Cycles
Finance
Report
24 Hour Report – NEW!
Independent Expenditure Report – NEW!
Affidavit Report – NEW!
Transaction Report – NEW!
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Help
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Online Help
About
Cycle Summary
Smart Client
Cycle Summary
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The Cycle Summary screen allows Filers to:
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Switch focus of cycle data
Indicate whether filing is a Statement or Report
Indicate Filing is a Termination
Indicate Filing is an Amendment
Enter Beginning Cash Balance – using Save and Cancel
Electronically File a Campaign Finance Statement or Report
– regular or 24-Hour
Check off “Section Completed” check boxes – optional use
Pared-down version of this tab for Individual and
Nonpolitical Organization filers
Cycle Summary
Smart Client
Cycle Summary
Smart Client
Cycle Summary – for new filer types
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Cycle Summary and Expenditures tabs only – for
Individual and Nonpolitical Organization filer types
Unitemized Items
Smart Client
Unitemized Items
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Unitemized Items tab allows Filers to:
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Record the aggregate total of contributions received
for $50.00 or less in Cash and In-kind contributions
Data Entry Tabs
Smart Client
Entering detailed Contributions,
Receipts, Expenditures, and Loans
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Tab Tips…
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Screens overlay each other to reuse screen space – like tabs
on the Excel sheet at the bottom of the worksheet
Title of the tab page is at the top of the page
Be careful – the tabs look similar, but capture different
information
Data entry tabs allow Filers to:
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Add and Delete contribution and expense details
Edit previous entries
Search Contributors and Creditors
View warnings and errors
Monetary Contributions
Smart Client
Monetary Contributions
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Monetary Contributions tab allows Filers to:
Add, Change, and Delete
contributions
 Search and copy from
previously-entered
Contributors when
entering contributions
 View and address warnings
and errors
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Monetary Contributions
Smart Client
Monetary Contributions
Smart Client
Search Feature
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Search allows Filers to:
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Locate previously entered entity (i.e., Contributor, Creditor,
Payee, etc.) information
View Search Results as they type…
View only
entities
associated
with Selected
Filer Profile
Use selected
entity on multiple
transactions
In-Kind Contributions
Smart Client
In-Kind Contributions
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In-Kind Contributions tab allows Filers to:
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Add, Change, and Delete contributions similarly to Monetary
Contributions tab
Search and copy
from previouslyentered Contributors
when entering
contributions
View and address
warnings and errors
Receipts
Smart Client
Receipts
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Receipts tab allows Filers to:
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Add, Change, and Delete receipts
Search and copy
from previouslyentered Payors
when entering
receipts
View and address
warnings and errors
Expenditures
Smart Client
Expenditures
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Expenditures tab allows Filers to:
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Add, Change, and Delete expenditures
Search and copy
from previouslyentered expenditure
entities when
entering expenditures
View and address
warnings and errors
Unpaid Debts
Smart Client
Unpaid Debts
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Unpaid Debts tab allows Filers to:
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Add, Change, and Delete
unpaid debts
Search and copy
from previouslyentered creditor
entities when
entering debts
View and address
warnings and errors
Reports > Campaign Finance Report
Smart Client
Campaign Finance Reports
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Select Report > Campaign Finance Report to:
View and Print the Campaign Finance Report prior
to submission
 Save this printed document as a backup of the filing
 Print by clicking on Print Icon
 To save, click the “Export Report” Icon – enter a
file name and choose “Adobe Acrobat (*.pdf)” as the
“Save as type”
 May be used for City Commissioner paper submission
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Reports > Campaign Finance Statement
Smart Client
Campaign Finance Statements
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Select Report > Campaign Finance Statement to:
View and Print the Campaign Finance Statement and
prior to submission
 Save this printed document as a backup of the filing
 Print by clicking on Print Icon
 To save, click the “Export Report” Icon – enter a
file name and choose “Adobe Acrobat (*.pdf)” as the
“Save as type”
 May be used for City Commissioner paper submission
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Reports > Independent Expenditure Report
Smart Client
Independent Expenditure Report
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The Independent Expenditure Report option allows
Individual and Nonpolitical Organization Filers to:
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View and Print the Independent Expenditure Report prior to
submission
Save this printed document as a backup of the filing
Print by clicking on Print Icon
To save, click the “Export Report” Icon – enter a file name
and choose “Adobe Acrobat (*.pdf)” as the “Save as type”
May be used for City Commissioner paper submission
Reports > 24 Hour Report
Smart Client
24 Hour Reports
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The 24 Hour Report option allows Filers to:
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Select a date for which to report late contributions or
expenditures
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Candidates, Candidate Committees, Lobbyists, and Political
Committees will submit the Campaign Finance Report as the 24 Hour
Report
Individuals and Nonpolitical Committees will submit the
Independent Expenditure Report as the 24 Hour Report
View, Save and Print the 24 Hour Report prior to submission
Print by clicking on Print Icon
To save, click the “Export Report” Icon – enter a file name
and choose “Adobe Acrobat (*.pdf)” as the “Save as type”
May be used for City Commissioner paper submission
Reports > Affidavit Form
Smart Client
Affidavit Form
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The Affidavit Form option allows Filers to:
View, Save and Print the Affidavit Form for
completion by hand
 Print by clicking on Print Icon
 To save, click the “Export Report” Icon – enter a
file name and choose “Adobe Acrobat (*.pdf)” as the
“Save as type”
 Affidavit must be submitted on paper; there is no electronic
filing option
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Reports > Transaction Report
Smart Client
Transaction Report
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The Transaction Report option allows Filers to:
Select desired Transaction type (can select multiple)
 Select date range for report
 Narrow down by Entity name if desired
 To save, click the “Export Report” Icon – enter a
file name and choose “Adobe Acrobat (*.pdf)” as the
“Save as type”
 This report is for Filers’ reference only. It is not submitted to
any government agency.
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Smart Client
Online File Submission
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Easy as one click with the Smart Client
Complete all tabs, visually verify accuracy, and
then click on File Report, File Statement, or File
24 Hour Report on the Cycle Summary tab,
depending on situation
Smart Client
Online File Submission
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You will be asked for
user ID and password;
use credentials provided
by Philadelphia Records
Department
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If user ID matches with validated Filer ID, report will
be filed and you will see a success message
Smart Client
Filing an Amendment…
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Data Entry – modify existing Cycle data
Cycle Summary tab
Check box next to “Amendment” in the center of
the window
 Click “Save”
 Click “File Report”
 Enter user ID and password, and submit
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Smart Client
What if I support multiple candidates or
committees?
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Filer Setup – Filer > Filer Profile – Add a Filer Profile
for each supporting candidate or committee
Add Cycles for each Filer Profile
Select the Filer – Filer > Select Filer
Data Entry – for each Filer
“File Report” when data entry is complete – for each
Filer
Use the appropriate User ID that matches your
candidate/committee submission
Smart Client
Smart Client User Tips…
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Data Entry – click on box (highlight existing values to replace) and
then start typing – otherwise you may be adding number at the end of
the amount
Tab Key – [Tab] takes you to the next field verses clicking with the
mouse
Searching Contributors – the Search results are displayed as you
type!
Saved Entities – Description, Amount and Date are not saved as part
of the saved entity
Alt Keys – Use the [Alt] key to Add ([Alt]-[N]) or Delete ([Alt]-[D])
Blank Forms – No need to enter $0.00 transactions to create a “blank
form” – the report will produce this automatically when you view the
report
Alternative Filing Methods
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Export data as five formatted text files
Export from Smart Client
 Web Submission on Campaign Finance Website, or CD
submission to Dept. of Records
 Note: State text file standards are located at:
www.phila.gov/records/CampaignFinance/ElectronicC
ampaign.html
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Enter data directly into Campaign Finance Website
Import data as five formatted text files into Smart
Client and then file electronically
Export from Smart Client
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In Smart Client, select File > Export:
Export Text Files that match selected Filer-Cycle, for
web submission on Phila Dept of Records website
 Save exported
files on your
hard drive and
then upload or
submit on CD
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Web or CD Submission
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Web Submission: Zip and upload text files directly
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Select all text files by Lassoing or using [Ctrl]-[Left-Click] to
choose the target files
Right-Click and select “Send to > Compressed (zipped)
folder” – this will give the Zip file the name of the last
selected item
Go to https://wwwl.phila-records.com/campaignfinance/web/login.jsp
Go to Upload Files > Browse and Select your zip file >
ZipSubmit
CD submission: copy text files to CD and deliver to
Dept. of Records, including on the CD:
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Filer Name
Cycle
Contact Name
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Phone Number
Alternate Phone Number
Direct Data Entry
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Go to Campaign Finance Website,
https://www.phila-records.com/campaignfinance/web/login.jsp
Using your online User ID and Password, log in
and enter the data directly into the web form
This method is not preferable if you have a large
number of records to enter
File Import into Smart Client
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To import state-formatted text files:
In Smart Client, select File > Import
 Browse to saved files, select files to import, click
“Import Selected,” and review Import log:
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File Import into Smart Client
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After importing, click on “File Report” on Cycle
Summary tab
Importing Tips
Filer ID in text files must match Filer ID selected in
the application
 Must import files into the Cycle selected in the
application
 Observe Errors and Warnings and make any
necessary corrections
 Only import files ONCE into any selected Cycle –
failure to do so will result in duplicate contributor
entities
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Smart Client
Stuff you may never need to worry about…
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When would you care about the following
directory?
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C:\Documents and Settings\All Users\
Documents\CFSC
When you switch computers
 When you want to transfer the data to another computer
 If you want to back up the data
 Your data is saved in the file called “cmpgnfinance.fdb”
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Campaign Finance Training
Week of January 21, 2008 for Cycle 7, 2007
Filers are requested to register for these sessions in advance by calling 215-686-2225
Mon., Jan. 21
Tues., Jan. 22
Wed., Jan. 23
Thurs., Jan. 24
Fri., Jan. 25
9 am
Residence Inn
Residence Inn
Residence Inn
Residence Inn
Residence Inn
10 am
Residence Inn
Residence Inn
Residence Inn
Residence Inn
Residence Inn
11 am
Residence Inn
Residence Inn
Residence Inn
Residence Inn
Residence Inn
1 pm
Residence Inn
Residence Inn
Residence Inn
Residence Inn
Residence Inn
2 pm
Residence Inn
Residence Inn
Webex
Webex
Residence Inn
3 pm
Residence Inn
Residence Inn
Residence Inn
Residence Inn
Residence Inn
4 pm
Residence Inn
Residence Inn
Residence Inn
Residence Inn
Residence Inn
5 pm
Residence Inn
Residence Inn
Residence Inn
Residence Inn
Residence Inn
6 pm
Residence Inn
Residence Inn
Residence Inn
Webex
Residence Inn
7 pm
Residence Inn
Residence Inn
Residence Inn
Residence Inn
Residence Inn
Training will take place at Residence Inn across from City Hall
1 E. Penn Sq., #1
Webex sessions available via the Internet
Campaign Finance Training
Week of January 28, 2008 for Cycle 7, 2007
Filers are requested to register for these sessions in advance by calling 215-686-2225
Mon., Jan. 28
Tues., Jan. 29
Wed., Jan. 30
9 am
Residence Inn
Residence Inn
Residence Inn
10 am
Residence Inn
Residence Inn
Residence Inn
11 am
Residence Inn
Residence Inn
Residence Inn
1 pm
Residence Inn
Residence Inn
Residence Inn
2 pm
Residence Inn
Residence Inn
Webex
3 pm
Residence Inn
Residence Inn
Residence Inn
4 pm
Residence Inn
Residence Inn
Residence Inn
5 pm
Residence Inn
Residence Inn
Residence Inn
6 pm
Residence Inn
Residence Inn
Residence Inn
7 pm
Residence Inn
Residence Inn
Residence Inn
Training will take place at Residence Inn across from City Hall
1 E. Penn Sq., #1
Webex sessions available via the Internet
Questions?
In case you have questions or problems please
contact [email protected]