campaign finance smart client application training january 10, 2008 – 6:00 pm january 11, 2008 –...

Campaign Campaign FinanceFinanceSmart Client Application Smart Client Application

TrainingTraining

January 10, 2008 – 6:00 pmJanuary 10, 2008 – 6:00 pm

January 11, 2008 – 12:00 pmJanuary 11, 2008 – 12:00 pm

Philadelphia Department of Philadelphia Department of RecordsRecords

AgendaAgenda IntroductionsIntroductions Smart Client Key FeaturesSmart Client Key Features How to use the SmartHow to use the Smart

ClientClient Alternative Filing MethodsAlternative Filing Methods QuestionsQuestions

Smart Client – Key Smart Client – Key FeaturesFeatures

Reports and FormsReports and Forms Easy electronic filing of all reports: Easy electronic filing of all reports:

Campaign Finance Report, Campaign Finance Report, Campaign Finance Statement, 24 Campaign Finance Statement, 24 Hour Contribution/Expenditure Hour Contribution/Expenditure Report, Independent Expenditure Report, Independent Expenditure ReportReport

Printable AffidavitPrintable Affidavit Transaction ReportTransaction Report

Smart Client – Key Smart Client – Key FeaturesFeatures

Processing ConvenienceProcessing Convenience Electronic validation of Filer IDElectronic validation of Filer ID Easy amendment handlingEasy amendment handling Filer address requirements to match Filer address requirements to match

Campaign Finance websiteCampaign Finance website One-key shortcut for “Philadelphia”One-key shortcut for “Philadelphia”

city valuecity value

Smart Client BenefitsSmart Client Benefits Supports large and small submissionsSupports large and small submissions Stores data on local PC allowing off-line data Stores data on local PC allowing off-line data

entryentry Enables one-click Internet filing of Campaign Enables one-click Internet filing of Campaign

Finance Reports and StatementsFinance Reports and Statements Imports and Exports State text filesImports and Exports State text files Increases filing accuracy by displaying Increases filing accuracy by displaying

warningswarnings Produces a printed report Produces a printed report

of Campaign Finance of Campaign Finance Reports and StatementsReports and Statements

Smart ClientSmart Client

Things you will need…Things you will need… PC with Windows 2000 or higher, and the latest PC with Windows 2000 or higher, and the latest

Service Pack updatesService Pack updates Internet connection for software updates and Internet connection for software updates and

electronic filing (NOTE: electronic filing is electronic filing (NOTE: electronic filing is blocked by the City Hall firewall)blocked by the City Hall firewall)

CD for initial install, or download the application CD for initial install, or download the application here: http://philadox.phila-records.com/cfsc/here: http://philadox.phila-records.com/cfsc/

User’s Guide (included on Installation CD)User’s Guide (included on Installation CD)

In case you have questions or In case you have questions or problems please contact problems please contact [email protected]@Phila.gov


Smart Client Program Smart Client Program LocationLocation

Smart ClientSmart ClientAfter the After the installation…installation…

The First Time You The First Time You Launch…Launch…

Setting up FilersSetting up Filers Use your Assigned Filer IDUse your Assigned Filer ID given to given to

you by the Philadelphia Records you by the Philadelphia Records Department or the Department of StateDepartment or the Department of State

Select the CyclesSelect the Cycles applicable to your applicable to your campaign campaign

Add FilersAdd Filers – one per supporting candidate or committee


Filer ProfileFiler ProfileFiler > Filer ProfileFiler > Filer Profile Smart ClientSmart Client

Menu SummaryMenu Summary

FileFile ImportImport ExportExport 24 24

Hour Hour Export Export – NEW!– NEW!

ExitExit


FilerFiler Filer ProfileFiler Profile Select FilerSelect Filer Report Report

CyclesCycles

ReportsReports Campaign Campaign

Finance Finance StatementStatement

Campaign Campaign Finance Finance ReportReport

ToolsTools Check for Check for

UpdatesUpdates

HelpHelp Online Online

HelpHelp About About

24 Hour Report – NEW!24 Hour Report – NEW! Independent Expenditure Report Independent Expenditure Report

– NEW!– NEW! Affidavit Report – NEW!Affidavit Report – NEW! Transaction Report – NEW!Transaction Report – NEW!

Cycle SummaryCycle SummaryCycle SummaryCycle Summary Smart ClientSmart Client

The Cycle Summary screen allows Filers to: 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 SummaryCycle Summary Smart ClientSmart Client

Cycle Summary – for new Cycle Summary – for new filer typesfiler types

Cycle Summary and Expenditures tabs only Cycle Summary and Expenditures tabs only – for Individual and Nonpolitical – for Individual and Nonpolitical Organization filer typesOrganization filer types

Cycle SummaryCycle Summary Smart ClientSmart Client

Unitemized ItemsUnitemized ItemsUnitemized ItemsUnitemized Items Smart ClientSmart Client

Unitemized Items tab allows Filers to: Record the aggregate total of

contributions received for $50.00 or less in Cash and In-kind contributions

Entering detailed Entering detailed Contributions, Receipts, Contributions, Receipts, Expenditures, and LoansExpenditures, and Loans

Data Entry TabsData Entry Tabs Smart ClientSmart Client

Tab Tips… Screens overlay each other to reuse screen space – Screens overlay each other to reuse screen space –

like tabs on the Excel sheet at the bottom of the like tabs on the Excel sheet at the bottom of the worksheetworksheet

Title of the tab page is at the top of the pageTitle of the tab page is at the top of the page Be careful – the tabs look similar, but capture Be careful – the tabs look similar, but capture

different informationdifferent information Data entry tabs allow Filers to:

Add and Delete contribution and expense details Edit previous entries Search Contributors and Creditors View warnings and errors

Monetary ContributionsMonetary ContributionsMonetary ContributionsMonetary Contributions Smart ClientSmart Client

Monetary Contributions tab allows Filers to: Add, Change, and Delete

contributions Search and copy from

previously-enteredContributors when entering contributions

View and address warnings and errors

Monetary ContributionsMonetary Contributions Smart ClientSmart Client

Search FeatureSearch FeatureMonetary ContributionsMonetary Contributions Smart ClientSmart Client

Search allows Filers to: Locate previously entered entity (i.e.,

Contributor, Creditor, Payee, etc.) information View Search Results as they type…View Search Results as they type… View View onlyonly

entities entities associated associated with Selected with Selected Filer ProfileFiler Profile

Use selected Use selected entity on multiple entity on multiple transactionstransactions

In-Kind ContributionsIn-Kind ContributionsIn-Kind ContributionsIn-Kind Contributions Smart ClientSmart Client

In-Kind Contributions tab allows Filers to: Add, Change, and Delete contributions

similarly to Monetary Contributions tab Search and copy

from previously-entered Contributorswhen enteringcontributions


ReceiptsReceiptsReceiptsReceipts Smart ClientSmart Client

Receipts tab allows Filers to: Add, Change, and Delete receipts Search and copy

from previously-entered Payorswhen enteringreceipts


ExpendituresExpendituresExpendituresExpenditures Smart ClientSmart Client

Expenditures tab allows Filers to: Add, Change, and Delete expenditures Search and copy

from previously-entered expenditureentities when entering expenditures


Unpaid DebtsUnpaid DebtsUnpaid DebtsUnpaid Debts Smart ClientSmart Client

Unpaid Debts tab allows Filers to: Add, Change, and Delete

unpaid debts Search and copy

from previously-entered creditor entities when entering debts


Campaign Finance Campaign Finance ReportsReports

Reports > Campaign Finance Reports > Campaign Finance ReportReport


Select Report > Campaign Finance Select Report > Campaign Finance Report to:Report to: View and Print the Campaign Finance Report View and Print the Campaign Finance Report

prior to submissionprior to submission Save this printed document as a backup of Save this printed document as a backup of

the filingthe filing Print by clicking on Print IconPrint by clicking on Print Icon To save, click the “Export Report” Icon – To save, click the “Export Report” Icon –

enter a file name and choose “Adobe Acrobat enter a file name and choose “Adobe Acrobat (*.pdf)” as the “Save as type”(*.pdf)” as the “Save as type”

May be used for City Commissioner paper submission

Campaign Finance Campaign Finance StatementsStatements

Reports > Campaign Finance Reports > Campaign Finance StatementStatement


Select Report > Campaign Finance Select Report > Campaign Finance Statement to:Statement to: View and Print the Campaign Finance View and Print the Campaign Finance

Statement and prior to submissionStatement and prior to submission Save this printed document as a backup of Save this printed document as a backup of

the filingthe filing Print by clicking on Print IconPrint by clicking on Print Icon To save, click the “Export Report” Icon – To save, click the “Export Report” Icon –

enter a file name and choose “Adobe Acrobat enter a file name and choose “Adobe Acrobat (*.pdf)” as the “Save as type”(*.pdf)” as the “Save as type”


Independent Expenditure Independent Expenditure ReportReport

The Independent Expenditure Report option The Independent Expenditure Report option allows Individual and Nonpolitical Organization allows Individual and Nonpolitical Organization Filers to:Filers to: View and Print the Independent Expenditure Report View and Print the Independent Expenditure Report

prior to submissionprior to submission Save this printed document as a backup of the filingSave this printed document as a backup of the filing Print by clicking on Print IconPrint by clicking on Print Icon To save, click the “Export Report” Icon – enter a file To save, click the “Export Report” Icon – enter a file

name and choose “Adobe Acrobat (*.pdf)” as the name and choose “Adobe Acrobat (*.pdf)” as the “Save as type”“Save as type”


Reports > Independent Reports > Independent Expenditure ReportExpenditure Report


24 Hour Reports24 Hour Reports The 24 Hour Report option allows Filers to:The 24 Hour Report option allows Filers to:

Select a date for which to report late contributions or Select a date for which to report late contributions or expendituresexpenditures

Candidates, Candidate Committees, Lobbyists, and Political Candidates, Candidate Committees, Lobbyists, and Political Committees will submit the Campaign Finance Report as the Committees will submit the Campaign Finance Report as the 24 Hour Report24 Hour Report

Individuals and Nonpolitical Committees will submit the Individuals and Nonpolitical Committees will submit the Independent Expenditure Report as the 24 Hour ReportIndependent Expenditure Report as the 24 Hour Report

View, Save and Print the 24 Hour Report prior to View, Save and Print the 24 Hour Report prior to submissionsubmission

Print by clicking on Print IconPrint by clicking on Print Icon To save, click the “Export Report” Icon – enter a file To save, click the “Export Report” Icon – enter a file

name and choose “Adobe Acrobat (*.pdf)” as the name and choose “Adobe Acrobat (*.pdf)” as the “Save as type”“Save as type”


Reports > 24 Hour Reports > 24 Hour ReportReport


Affidavit FormAffidavit Form

The Affidavit Form option allows The Affidavit Form option allows Filers to:Filers to: View, Save and Print the Affidavit Form View, Save and Print the Affidavit Form

for completion by handfor completion by hand Print by clicking on Print IconPrint by clicking on Print Icon To save, click the “Export Report” Icon – To save, click the “Export Report” Icon –

enter a file name and choose “Adobe enter a file name and choose “Adobe Acrobat (*.pdf)” as the “Save as type”Acrobat (*.pdf)” as the “Save as type”

Affidavit must be submitted on paper; there is no electronic filing option

Reports > Affidavit FormReports > Affidavit Form Smart ClientSmart Client

Transaction ReportTransaction Report

The Transaction Report option allows The Transaction Report option allows Filers to:Filers to: Select desired Transaction type (can select Select desired Transaction type (can select

multiple)multiple) Select date range for reportSelect date range for report Narrow down by Entity name if desiredNarrow down by Entity name if desired To save, click the “Export Report” Icon – enter To save, click the “Export Report” Icon – enter

a file name and choose “Adobe Acrobat (*.pdf)” a file name and choose “Adobe Acrobat (*.pdf)” as the “Save as type”as the “Save as type”

This report is for Filers’ reference only. It is not submitted to any government agency.

Reports > Transaction ReportReports > Transaction Report Smart ClientSmart Client

Online File SubmissionOnline File Submission Easy as one click with the Smart Easy as one click with the Smart

ClientClient Complete all tabs, visually verify Complete all tabs, visually verify

accuracy, and then click on File accuracy, and then click on File Report, File Statement, or File 24 Report, File Statement, or File 24 Hour Report on the Cycle Summary Hour Report on the Cycle Summary tab, depending on situationtab, depending on situation


Online File SubmissionOnline File Submission

You will be asked for You will be asked for user ID and password; user ID and password; use credentials provided use credentials provided by Philadelphia Recordsby Philadelphia RecordsDepartmentDepartment

If user ID matches with validated Filer ID, If user ID matches with validated Filer ID, report will be filed and you will see a report will be filed and you will see a success messagesuccess message


Filing an Amendment…Filing an Amendment… Data Entry – modify existing Cycle Data Entry – modify existing Cycle

datadata Cycle Summary tabCycle Summary tab

Check box next to “Amendment” in the Check box next to “Amendment” in the center of the windowcenter of the window

Click “Save” Click “Save” Click “File Report”Click “File Report” Enter user ID and password, and submitEnter user ID and password, and submit


What if I support multiple candidates or What if I support multiple candidates or committees?committees?

Filer Setup – Filer > Filer Profile – Add a Filer Setup – Filer > Filer Profile – Add a Filer Profile for each supporting candidate Filer Profile for each supporting candidate or committeeor committee

Add Cycles for each Filer ProfileAdd Cycles for each Filer Profile Select the Filer – Filer > Select FilerSelect the Filer – Filer > Select Filer Data Entry – for each FilerData Entry – for each Filer ““File Report” when data entry is complete File Report” when data entry is complete

– for each Filer– for each Filer Use the appropriate User ID that matches Use the appropriate User ID that matches

your candidate/committee submissionyour candidate/committee submission


Smart Client User Tips…Smart Client User Tips… Data EntryData Entry – click on box (highlight existing values – click on box (highlight existing values

to replace) and then start typing – otherwise you may to replace) and then start typing – otherwise you may be adding number at the end of the amountbe adding number at the end of the amount

Tab KeyTab Key – [Tab] takes you to the next field verses – [Tab] takes you to the next field verses clicking with the mouseclicking with the mouse

Searching ContributorsSearching Contributors – the Search results are – the Search results are displayed as you type!displayed as you type!

Saved EntitiesSaved Entities – Description, Amount and Date are – Description, Amount and Date are not saved as part of the saved entitynot saved as part of the saved entity

Alt KeysAlt Keys – Use the [Alt] key to Add ([Alt]-[N]) or – Use the [Alt] key to Add ([Alt]-[N]) or Delete ([Alt]-[D])Delete ([Alt]-[D])

Blank FormsBlank Forms – No need to enter $0.00 transactions – No need to enter $0.00 transactions to create a “blank form” – the report will produce this to create a “blank form” – the report will produce this automatically when you view the reportautomatically when you view the report


Alternative Filing Alternative Filing MethodsMethods Export dataExport data as five formatted text files as five formatted text files

Export from Smart ClientExport from Smart Client Web Submission on Campaign Finance Web Submission on Campaign Finance

Website, or CD submission to Dept. of RecordsWebsite, or CD submission to Dept. of Records Note: State text file standards are located at: Note: State text file standards are located at:

www.phila.gov/records/CampaignFinance/Elecwww.phila.gov/records/CampaignFinance/ElectronicCampaign.htmltronicCampaign.html

Enter data directly into Enter data directly into Campaign Finance Campaign Finance WebsiteWebsite

Import dataImport data as five formatted text files as five formatted text files into Smart Client and then file into Smart Client and then file electronicallyelectronically

Export from Smart ClientExport from Smart Client In Smart Client, select File > Export:

Export Text Files that match selected Filer-Cycle, for web submission on Phila Dept of Records website

Save exportedfiles on yourhard drive andthen upload orsubmit on CD

Web or CD SubmissionWeb or CD Submission Web Submission: Zip and upload text files Web Submission: Zip and upload text files

directlydirectly Select all text files by Lassoing or using [Ctrl]-[Left-Select all text files by Lassoing or using [Ctrl]-[Left-

Click] to choose the target filesClick] to choose the target files Right-Click and select “Send to > Compressed Right-Click and select “Send to > Compressed

(zipped) folder” – this will give the Zip file the name (zipped) folder” – this will give the Zip file the name of the last selected itemof the last selected item

Go to Go to https://wwwl.phila-records.com/campaign-finance/whttps://wwwl.phila-records.com/campaign-finance/web/login.jspeb/login.jsp

Go to Upload Files > Browse and Select your zip file Go to Upload Files > Browse and Select your zip file > ZipSubmit> ZipSubmit

CD submission: copy text files to CD and CD submission: copy text files to CD and deliver to Dept. of Records, including on the deliver to Dept. of Records, including on the CD:CD: Filer NameFiler Name

CycleCycle Contact NameContact Name

Phone NumberPhone Number Alternate Phone Alternate Phone

Number Number

Direct Data EntryDirect Data Entry

Go to Campaign Finance Website, Go to Campaign Finance Website, https://www.phila-records.com/camphttps://www.phila-records.com/campaign-finance/web/login.jspaign-finance/web/login.jsp

Using your online User ID and Using your online User ID and Password, log in and enter the data Password, log in and enter the data directly into the web formdirectly into the web form

This method is not preferable if you This method is not preferable if you have a large number of records to have a large number of records to enterenter

File Import into Smart File Import into Smart ClientClient

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:

File Import into Smart File Import into Smart ClientClient After importing, click on “File After importing, click on “File

Report” on Cycle Summary tabReport” on Cycle Summary tab Importing TipsImporting 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

Stuff you may never need to worry Stuff you may never need to worry about…about…

When would you care about the When would you care about the following directory?following directory? C:\Documents and Settings\All Users\ C:\Documents and Settings\All Users\

Documents\CFSCDocuments\CFSC When you switch computersWhen you switch computers When you want to transfer the data to When you want to transfer the data to

another computeranother computer If you want to back up the dataIf you want to back up the data Your data is saved in the file called Your data is saved in the file called

“cmpgnfinance.fdb”“cmpgnfinance.fdb”


Campaign Finance TrainingCampaign Finance TrainingFilers are requested to register for these sessions in

advance by calling 215-686-2225 Mon., Jan. Mon., Jan. 2121

Tues., Jan. Tues., Jan. 2222

Wed., Jan. Wed., Jan. 2323

Thurs., Jan. Thurs., Jan. 2424

Fri., Jan. 25Fri., Jan. 25

9 am9 am Residence Residence InnInn

Residence Residence InnInn














1 pm1 pm Residence Residence InnInn







WebexWebex WebexWebex Residence Residence InnInn



















Webex Webex Residence Residence InnInn






Week of January 21, 2008 for Cycle 7, 2007

Training will take place at Residence Inn across from Training will take place at Residence Inn across from City HallCity Hall

1 E. Penn Sq., #11 E. Penn Sq., #1Webex sessions available via the InternetWebex sessions available via the Internet

Campaign Finance TrainingCampaign Finance TrainingFilers are requested to register for these sessions in

advance by calling 215-686-2225 Mon., Jan. Mon., Jan. 2828

Tues., Jan. Tues., Jan. 2929

Wed., Jan. Wed., Jan. 3030















WebexWebex
















Week of January 28, 2008 for Cycle 7, 2007

Training will take place at Residence Inn across from Training will take place at Residence Inn across from City HallCity Hall

1 E. Penn Sq., #11 E. Penn Sq., #1Webex sessions available via the InternetWebex sessions available via the Internet

Questions?Questions?

In case you have questions or In case you have questions or problems please contact problems please contact [email protected]@Phila.gov