Tools for All Fund: VANual
Contents
1. Cas Bowdoin St go amp Western Promen ade POWERED BY Map data 2012 Google Terms cf Use Step 8 Once you have centered on a group of voters those voters should appear a different color A count of those selected voters is on the right hand side of the screen under legend To save this group of voters pull down the menu on the left side of the page and save it as Turf 1 If you accidentally leave out voters who you want in your piece of cut turf simply click on select individuals choose the excluded voter then save the turf again Step 9 Finish Cutting Turf and assigning them Turf Numbers Turf 1 Turf 2 Turf 3 etc and Click Finish Step 10 After you have clicked Finish you will be directed to Save My Map Region Tools for All Fund VANual Page 17 Tr LOGOUT Voter STATEVOICES AEH 2a Network gt Main Menu gt Create a List My List gt Turf Cutter gt Save My Map Region Help Wik Save My Map Region Folder 2012 Targeting 7 New Folder Region Name VANual training e Description Portland 2 1 unregistered door program From here you can save your turf in either a new folder or an existing folder Name the folder and then name the mapping region The mapping region is area where the user was cutting turf You can re access the mapping area to select leftover voters or to cut new voters that appear in the VAN after later updates Retrieving Cut Turf2. Step 1 Go to View My Folders on the Main Menu Step 2 Click on the Folder which has the cut turf in it Step 3 To share the turf you have cut with another VAN user click on Edit Folder and assign the folder to another user in your committee Step 4 Optional To pull up an individual piece of turf in order to print a walking list click on the piece of turf This will direct you to the My List page Printing Call Walk Sheets A walk call list consists of three things 1 A list of voters 2 A report format and 3 A script used for voter contact After you complete a search and decide upon a list for calling walking or when you have loaded a piece of turf for printing the next step is to format the list for printing From the My List page click on the link Print Print Tools for All Fund VANual Page 18 Seed STATEVOICES Activation FU WEAGE gt Main Menu gt My List Print AS Help Wiki Print POF Printto PDF Report Format Lo serit OOO ContactedHow L Tte Mytist Clear Sort Order Sort Ordert f Pye Ascending Descending Show Group Header Page Breaks Sort Order2 Ascending Descending Show Group Header Page Breaks Sort Order3 fh Ascending Descending Show Group Header Page Breaks Sort Order4 fT Ascending Descending Show Group Header Page Breaks Sort Orders i Ascending Descending Show Group Header Page Breaks Sort Order6 fr Ue Ascending Descending Show Group Header P
3. 1 Location District Information Use the drop down menus to select which county city congressional district or other political geography you wish to search When you select a city an option appears to select precincts as well In addition in order to select multiple precincts or legislative districts for example simply click on the blue underlined link next to the drag down menus then select the precincts districts you need 2 Age Registration Date This function allows users to search for voters based on age or registration date To search by age enter in an age range in the boxes provided In order to enter a Tools for All Fund VANual Page 8 registration date click inside the box to bring up a calendar select a date on the calendar to choose a registration date For example to search for new registrants in the Reg Date From enter January 1st Leave the To box blank To create a list of all voters that registered between two dates first select oldest known and run the search then you will need to add current from the same date range Adding more voters to a list will be covered later in the manual Age Registration Date Age From To Si Birthday From x x w vil E Date Of Birth From HW To F Zodiac Sign M Reg Date From fr To Fa Oldest Known Current 3 Targets Targets are an additional way to create lists of voters GOTV prospects persuasion universes people to exclude fr
4. Enter in your list number or select the list in ou queue all lists produced in a report format generate a list number Step 3 Select your script canvasser source and sort order the same sort order you used when you printed your original report and click Next Step 4 Enter in the results of the calls knocks via the drop down menus provided Be sure the script used during canvassing corresponds to the script questions used in the grid view entry Step 5 Toggle the appropriate responses and click Save Script View Step 1 Open a unique list from your Saved Lists Step 2 Click on Script View from the Main Menu you need to click on the arrow to scroll to the Script View icon which looks like this STATEVOICES Main Menu My List eg Help Wiki My List da Add People Remove People gt Narrow People Print Letters Labels Emails Calls Export MiniVAN Counts CutTurf HHWiz Save cman Last Name First Name 20 P o HRArezis2eagea click this arrow Remember Me Refresh Step 3 Under the Change Settings link adjust the script you are using and the name of the canvasser if necessary Tools for All Fund VANual Page 21 Step 4 Enter in the results of the canvass and click next STATEVOICES Maine b Mun Nuru gt My bol amp Scr View 30 ape Marcia L MacDonald 207 775 7457 Result Seals borip PNY door canvass sariot
5. General turnout 2010 June primary shared universes 2010 PPAF 2010 PPAF Targets 2010 state senate counts 2010 voter registration 2011 Data 2011 Modeling 2011 SMITH PENCE TARGET LISTS 2011 Targeting a Remove _Add 7 e From here users can see a detailed description of the parameters that make up your saved search Users can edit the search or add steps to the search using the drop down menu Counts and Crosstabs Click on the Counts Option in order to view cross tabs of data about the list that you have created Below is an example of pulling counts based on age and gender Tools for All Fund VANual Page 14 O STATEVOICES E gt Main Menu gt My List Counts and Crosstabs Help Wiki My List People by Age Export To Excel Crosstab by Sex _ Show Group Totals Section 1 Section 2 Section 3 Crosstab 1 Sex v Crosstab 1 v Crosstab 1 M Crosstab 2 v Crosstab 2 Crosstab 2 M E Show Percentages E Show Percentages C Show Percentages Column 1 Column 2 Column 3 Column 4 Refresh My List Description Sex ai l eee 18 to 24 600 1 054 35 to 49 3 799 3 540 65 Unknown Total Copyright 2001 2012 NGP VAN Inc All rights reserved e Pull the options on the drop boxes labeled Column 1 and Cross tab 1 You can choose variables such as age sex legislative district precinct etc e Once
6. from the drop down menu Enter the number 4 Select 2010 General 2010 Primary 2008 General 2008 Primary 2006 General Select the option voted My List Options and Functions Once you have run your search the My List page will appear with you results The total number of people is located at the top left hand side of the screen Also listed is the number of doors and mailboxes And below is a sample of the list of people By clicking on their name their record will appear and you can quickly see if they should be in your target population or not If not you will need to determine what you did wrong in your selection criteria and fix it he Voter LOGOUT STATEVOICES Activation N VENIE 2 Network gt Main Menu gt My List OP AS Help Wiki My List e Add People Remove People gt Narrow People 26 992 People a 14 180 Doors S RS ey Co me 15 369 Mailboxes 8 SS Print Letters Labels Emails Calls Export MiniVAN Counts CutTurf HH Wiz Save Description Last Name First Name Below is a sample because your list is too large to display Remember Me Refresh Name Address City Phone Age Adamowicz Susan C 138 Bald Hill Rd Wells 207 251 4346 50 Adams Butch Christine A 34 Buttonwood Dr Berwick 207 693 7348 76 Adinolfi Salvatore Anthony 12 Cumberland St Cornish 207 625 3757 55 Albanese Richard M 90 Youngs Ridge Rd Acton 238 Allan Kenneth A 236 7th St Acton 207 457 1878 4
7. iieb ta eos 1 Soret Oitir eo VOTER HOWE towa wt y LANVOSIEN MOVs peared Pon 2l4L STRAST TOM OH BAE LOCCTION county STETE We cre Lg hy volo a Be pee Ww aay Pra pos tt 2g erat worded bo tered goa cleat tre SoS vibeecres Hi Cun wc ouu un gos vole laaan Hoecres i a hae e FETES E bivseg Hace a ay we te see achat ep Pw ett gas a aaa a de TAAN DOIAN Lay AA gun 22 C NE ved ELS AAS T peeraa rome te embers mip aup EA jPa eA pa ina 2 de ag phar har zw IURA Sac p Bar Code Data Entry In order to do Bar Code Data Entry you will require a Bar Code Scanner that hooks up to a PC or lap top computer usually via USB connection Step 1 Click on Scan Bar Codes from the main menu Step 2 Select the script canvasser and the source calling or walking sheets Click Next Step 3 A list of canvass responses and the corresponding bar codes will appear You must print this page and place it next to your bar code scanner Please use a high quality printer Step 4 After you have printed the bar codes click NEXT Step 5 Begin scanning Start with the bar code on the walk call sheet The name of the voter on the walk sheet should appear on the computer Then scan the canvass result Step 6 Continue scanning until complete Information is sent directly to the VAN database Other Features There are several other features available when you have created a list These features are found at the top of my li
8. three primary functions for data entry Grid View Script View and Bar Code Scanning NOTE Both Grid View and Script View DO NOT require walk sheets or call sheets to be in paper Bar Code Scanning does rely on printed walk call sheets NOTE Activist Codes and Survey Questions can also be entered by looking up the individual voter Grid View Grid View Data entry is a way to enter data from canvassers and phone banks on to the VAN directly Step 1 Click on Grid View from the VAN main menu Tools for All Fund VANual Page 20 LOGOUT a On Voter Q STATEVOICES Rg Activation b Network Maine gt Main Menu gt Grid View Ke Help Wiki Grid View VANID Contacted By E N Go George Christie di gt bed gt Records How kel q k 1 20 otf420 Walk coment 1675862 MacDonaid Marcia L 3 Bond St Apt 3 Portland u 52 207 775 7457 E 834602 Murphy Po 6 Bowdoin St Portand U 207 774 0161 Stet tioma 1740427 B ek Gregor 45 Brackett St Apt 1 Portland u 207 772 3241 Refused Deceased 893469 Krumperman Jill M 73 Brackett St Apt 3 Portland U 207 799 1734 Moved Other Language 1647094 Works Timothy E 203 Brackett St Portland U 63 207 761 5676 Not Elodie 1666853 Tr Kenn 235 Brackett St Portiand U 207 899 1263 ZZ 1723889 Martinez Miuisa 243 Brackett St Portland U 207 782 8705 X 782657 Hoffman Deirdre 261 Brackett St Portland 207 766 4496 Step 2
9. 0 Add Remove or Narrow Your List Tools for All Fund VANual Page 12 e You can refine your search using the Add Names Remove Names or Narrow My List functions located at the top of the page Selecting any of these options will take you back to the search criteria screen e Add Names will select additional people based on your new criteria and add them to your current list e Remove Names will delete people from your current list based on your new criteria Just remember you want to include people in your search criteria in order to remove them e Narrow My List will narrow your list based on your new criteria i e If you selected records for the entire district and use the Narrow My List to only one precinct you will get voters records for only the precinct you chose in the new selection Saved Lists and Searches e Use this option to save your list or your search e Click on Save Save your list as either a saved list or a saved search A saved search is dynamic meaning that the VAN will save the search criteria and add names or remove names from your search based on canvass results or new additions to the voter file new voters A saved list is static so the list is saved will not be changed or altered in anyway regardless of changes e Name your saved list or search and either place the list search in a new folder or an already existing folder Enter in a detailed desc
10. 010 WVWYV UnmarriedScore From To 2012 Catalist ideology From To 2012 Catalist ReligiosAttendance From To To TULL Ta 2012 Catalist VoterPropensity From 4 Sex Search for men or women 5 Survey Questions This section will allow you to create a list using answers to questions asked by canvassers or callers Tools for All Fund VANual Page 9 6 Activist Codes Member lists and other codes are accessible in this section 7 My Saved Lists All of your previously saved lists are accessible here 8 Notes Any notes entered can be searched through here 9 Marital Status You can search by single or married This is a model so it is not perfectly accurate 10 Phones and Emails Limit your search to only records that have an email or a phone number 11 Name Search by a first or last name 12 Suppressions Use this to quickly eliminate addresses that were flagged as possibly bad by canvassers 13 Address Types Select Walkable Houses to exclude all those people who live in gated communities or apartment complexes important for volunteer walks Users can also select just those voters with PO Boxes 14 Save Page Layout Use the panes to select which fields you always want to come up when you are using create a new list To create a customizable page click Save Page Layout Search Using Vote History One of the primary ways to search for voters is by voting history From here VAN users can pull lists of people based
11. VANual A user manual for the van access via the Tools for All Fund van issidata org Tools for All Fund VANual Introduction Tools for All Fund VANual Page 2 Introduction The VAN Voter Activation Network is an online information management tool Its purpose is to promote organizing and activism It combines powerful infrastructure state of the art programming and user friendly instructions to let organizers focus on their core mission without having to learn new computer skills VAN has solved the most difficult data challenges facing organizers moving thousands of IDs weekly from the door or phone into a central database getting that information out when it is needed and sharing it with other coalition partners in order to avoid duplication of efforts and maximize impact You will be getting access to the State Voices Van For most users the VAN s principle functions fall into two major categories tools for creating targeted lists of voters from the database and tools for moving newly collected data on those voters back into the database Getting targeted data from the database involves two choices e Deciding which voter should be in the list Organizers use Create a New List to build lists of targeted voters using criteria as simple or as complex as they need Using any pieces of information in the data base including geography demographics voter history and previous survey results users can creat
12. age Breaks Sort Order W Ascending Descending Show Group Header Page Breaks _ Print Map with People Print Map without People Do Not Print Map Print Last Name Range Print Address Range Do Not Print Range V Print List Number and Page Number Print Two Copies of Cover Sheet ___ Exctude Anyone Who Has Early or Absentee Voted Format for Clipboard Split Report VAN allows you to create a pdf file to email to your volunteers staff etc and clicking the box will send the pdf to your My Requests section of the Main Page If you don t create a pdf you can only print the report from the computer you are working from Step 1 Report Format Choose the format of the report You can choose the standard walking or calling report or choose from a custom report that you create Step 2 Script Select the script that you want to use for this list The script is created earlier and you will need to work with your VAN administrator to set this up Step 3 Source Toggle the source as either a calling list or a walking list The calling or walking source will also determine the pre set sort orders Step 4 Determine Sort Order From here users can determine in which order voters will appear on the calling walking lists You can order the voters by address odd even designations name etc Step 5 Determine where you would like page breaks If you are going out with a pair of people you may want to have page breaks at odd even house
13. al Woted Didn t Vote 2005 Special Woted Didn t Vote 2004 Special Woted Didn t Vote 2003 Special Voted Didn t Vote 2001 Special Woted Didn t Vote 2000 Special Woted Didn t Vote 2 The default is to have no vote history in any searches To begin choose from the drop down menu the following selections Any All At Least Exactly and No More Than Tools for All Fund VANual Page 11 yy te 3 If you choose exactly at least or no more than a box will appear for you to put ina NUMBER For instance you want to search for those voters who voted in EXACTLY 3 of the following elections you choose 4 Select the elections that are pertinent to your search The elections at the top of the search pane are general elections and towards the bottom are primary elections or special elections Special elections are generally odd year November ballot initiatives 5 Select among the choices voted didn t vote at polls or early 6 Notice for the 2008 Primary Election that it is also possible to search based on what type of ballot was Selected Example 1 Search for Voters who have voted in the last two general elections e Select the option all from the drop down menu Select 2010 General and 208 General Select the option voted Example 2 Search for voters who have voted in 4 of the last 5 general primary elections e Select the option exactly
14. and e mails only selections will only pull records which have that data available Once you have selected your criteria click the search button on the top right hand side of the screen Every section of the Voter Profile is searchable in the Create A List Workflow From here users can create targeted lists of voters to fit the targeting needs of their operation or campaign Below is an example of the types of data and functions one has access to when creating a list of voters By clicking on the H H box you can open or collapse each section STATE YWYWOICES Mil ain e in Menu amp Create A Newv List Help VWViki Create A New List Clear Am Fietas You currently have O people im your list RUNNING this search will clear your current list and start a new one PETA Con essiona a edia arke State Senate I se Stree tame State House Street From TO odd Onty Even On iy CDO 2000 72010 oe J Registration Status Zip Radius Mies From Zip Code Zip From To Marital Status Age Registration Date i gt Race Targets Phones Emails scores Address Types Household sex Counts l Name Survey Questions Suppress s hons Activist Codes Actions E My Saved Lists Notes Save Page Layout L Biast Emails Earty Voting Voting History Canvass Status Bock Level Census Data Applicant Status
15. ate 2 Click on the search button 2 Click on the narrow button this is explained below and then include people that have returned a Ballot From date 1 to date 2 Click on the search button and you will have a new list of people still holding their ballots Studies show that the closer a persuasion contact is made to the time the person votes the more impact it can have People with a ballot sitting on their kitchen table are ideal persuasion targets Vote History 1 Go to the vote history section of the create a new list page 2 Voting History include anyone who did v of the following 2011 General Voted Didn t Vote Absentec 2010 General Woted Didn t Vote Absentee 2009 General Woted Didn t Vote 2008 General Voted Didn t Vote Absentee 2007 General Woted Didn t Vote Absentee 2006 General woted Didn t Wote 2005 General Voted Didn t Vote 2004 General Woted Didn t Vote 2003 General Voted Didn t Vote 2002 General Voted Didn t Vote 2001 General Voted Didn t Vote 2000 General Woted Didn t Vote 2010 Primary Woted Didn t Vote 2008 Primary Woted Didn t Vote Democrat Republican 2006 Primary Woted Didn t Wote 2005 Primary Woted Didn t Vote 2004 Primary Woted Didn t Vote 2003 Primary Woted Didn t Vote 2002 Primary Woted Didn t Vote 2001 Primary Woted Didn t Vote 2000 Primary Woted Didn t Vote 2011 Special Woted Didn t Vote Absentee 2009 Special Woted Didn t Vote 2007 Special Woted Didn t Vote 2006 Speci
16. calling the same person twice and you can monitor the progress of the phone bank remotely Your VAN administrator will need to create logins for your volunteers and set up the VPB so contact her or him if you are interested The next three services are provided at an additional fee If you have an interest setting RoboCalls a RoboSurvey or a Predictive Dialer Campaign contact your VAN administrator Export allows you to export your list see next page Tools for All Fund VANual Page 23 mann as mpana m a a a gt Main Menu gt My List Export Wizard Help Wiki Export Wizard Step 1 of 3 Please select one of the following Export types Standard Text One record for every person in your list including fields that you choose Householded Mailing List One record for every mailable household in your list including just the fields you need to prepare a mailing Householded Phone List One record for each unique phone number in your list including just the phone number and the first VANID associated with each phone number _ Survey Responses List One record for each survey response associated with any of the people in your list _ Activist Code List One record for each activist code associated with any of the people in your list Notes List One record for each note associated with any of the people in your list Email Blob All the email addresses in your list separated by semicolons or commas You can c
17. d voters there are This number will decrease as we begin cutting turf Step 5 Use the bar at the top left of the map to zoom into your mapping area Step 6 Begin cutting your first piece of Turf Be sure that the Draw Turf box is checked on the left hand side of the screen To begin use your mouse and left click on the spot where you want to begin your cutting process Turf cutting works in line segments so left click again down the page and Tools for All Fund VANual Page 16 begin shaping your turf cutting area be careful about cutting turf near the zoom scroll bar you may re zoom the map Step 7 Complete the box or whatever shape necessary in order to cut a group of voters Q STATEVOICES a Em e S _tytembers voternegisanon uy voters gt Main Menu gt Create A List gt My List gt Turf Cutter Help Wiki Turf Cutter a C Browse Map s Deng A C Oaks Pond 2 man i Draw Turf as 2s Gs a Unassigned 321 Doors C Select individuals as Selected 60 Doors 4 K Show Counts By Doors C People LL 0 7 Both doad LLL a ane H a Maine Medical A Center Communications amp Marketing Undo Last Click T Clear All W Keep creating outline segments or click the first NRR Ar nR ad 9 TW ls pa 00 pS Ww VOA waon West Arnal K e 2 IS YOIMpEUD point again to complete the region
18. e a list of voters and then massage it by adding or removing certain voters to get to exactly the target list they are looking for e Choosing a form of output for that voter list Once they ve selected a target pool of voters organizers have a choice as to how they use the list they have created They can print the list for phone banking or canvassing print labels for a mailing merge the list into letters they can print export it for use by a vendor or send the list to a Palm Pilot iPod Touch or iPad for door to door canvassing The Data in the VAN comes from the Catalist Voter File which is comprised of a list of registered voters and voting information This includes Vote History districts and the addresses one registers to vote with You will also find unregistered people from consumer data and contact info that is enhanced by things like national change of address forms You will also find Synthetics in the VAN which are like models and scores These are a best guess but are better than guessing at random You may also see shared data from past programs ballot initiatives etc Logging into the VAN Voter Activation Network Your VAN administrator will create an account for you in VAN and will send you an email that looks like this Tools for All Fund VANual Page 3 Your name Your username is username pre assigned by the VAN administrator Click here to set your password Thanks van statevoices org Site Manage
19. e and canvass data Run Counts and Crosstabs Get counts from the VAN data warehouse Enter data using a bar code reader Script View Load a list to edit in Script View Grid View Load a list to edit in Grid View Enter data using custom built forms Run Bulk Uploads Upload data from a text file using the bulk upload wizard MiniVAN Commit data from iPhone iPad or iPod Touch Virtual Phone Bank Make calls using Virtual Phone Bank Page 5 When you have logged on to the VAN the first thing you see is the Main Menu This screen directs you to all of the other system functions and tools that you will use Below is a brief description of the important functions that you can access from the Main Menu 1 System User Information This information is viewable at the top left hand corner of the main menu and should have your name and the voter file committee that you have been assigned to If the name or committee Is not yours please log off and contact the system administrator immediately 2 Help Center The Help Center on the VAN is designed to provide users with basic answers about system functionality and troubleshooting The Intro to VAN 4 tab provides users a look at some of the new system features on the VAN The Help Center is also where the new ticketing system is located By clicking on Contact the Admin users can send a ticket to the system administrator about system errors or other questions or c
20. e log in page for future reference Tools for All Fund VANual Page 4 STATEVOICES FE EA In order to use this site you must be registered Please log in by entering the user name and password you have been provided USER NAME PASSWORD Login Forgot your password Click here Copyright 2001 2012 NGP VAN Inc All rights reserved e Enter your pre assigned username and password Click the Login Button After you provide your new password the screen will re direct users to the My profile section of the VAN Fields marked with a red are required Be sure to provide your email address e After you have updated your information click the Save button The Main Menu will appear Main Menu Options Eo cioltii STATEVOICES IR Activation MI a Ta e ed a Network gt Main Menu Engage Maine iai My Requests 0 My Export Files 0 My PDF Files 0 Support Requests 0 E wrats New Help Wiki Quick Mark Look up people and add data on one screen Quick Look Up Quickly look up individual people Create A List Scan Bar Codes Contact the Admin Request a User Account Polling Locations Reports Labels Letters Emails Phone Services i Codes Questions Scripts Advanced Tools for All Fund VANual Create A New List Build a list of people Go to My List View my current list of 0 people View My Folders Browse my saved lists and searches View Canvass Results View survey respons
21. elected x Oaks Pand t g C Browse Map Draw Turf C Select Individuals i i Ors HA a 2 G7 Show Counts By a Valley Street 22 w yA S A 5 2 nSt E Sy 3 Doors aj Q nS Grant St sperm 5 7 P i A 3 lt D E JE 3 eo no ANS gt Kees oo m o h a gumbe o J x Deering St gt JE wy y N Maine JE H 1 ollege of Art i a Maine Medical DD 8 IE r Center 5 Fa amp D 4 F Communications a4 0 e JE amp Marketing a JE a i W Undo Last Click Clear All Click another point on the map to create your an outline segment UT TET TAA Y 9 oN Pee we WO f s S me Fo gin A ee ep on Q w PA BS Wion ae West Church ao 4 amp i 2 pes oF Cz ost 1S YOIMPEUD Western Promen ade i D Cas Bowdoin St Ge wos o se E o Q 2 b g so j cl A 3 a o T D of pa Y JO Westem Q _ a Cemetery oP 77 Map Satellite POWERED BY A e min St Google eo m l Dano Map data 2012 Google Terms of Use You should see a Google map and dots which represent the voters in that area On the left hand side of the map you should see a pull down bar which allows you to zoom in and out of the mapping area On the right hand side of the map you should also see a legend which indicates how many unassigne
22. ion Please don t hesitate to reach out to us at van issidata org if you have further questions or concerns There may be administrative system tools that are not covered in this manual If you have any questions please contact your VAN Administrator Tools for All Fund VANual Page 25
23. ment Can t click on the link Copy and paste this URL into your browser http van statevoices org ChangePassword aspx ForgotPassword 8A56E5F7 6AD7 44B0 BOD3 8COB4FF3ED75 This link expires in 48 hours Click on the password link within 48 hours of receiving this email and follow the directions to set up your password and write it down so you won t forget it O STATEVOICES ico WE TAG gt Main Menu gt Users gt George Christie2 Change Password Help Wiki Change My Password VAN passwords must now meet the following requirements This new password will be valid for 120 days Passwords are case sensitive Password Requirements Password has at least 7 characters Password has at least 1 letter Password has at least 1 non letter character Password is not easily guessed Password may not contain your username first name or last name New Password eeeceeee 2 Confirm New Password a3 Save Do not share your password with anyone else The VAN tracks the IP address used by our users and will notify the system administrator if multiple IP addresses are in use for a single subscriber If you do share your login information your access will be discontinued and could be held liable under the terms of the VAN contract Each user s access is customized for that user s need It is essential that we are conscious of the confidentiality and integrity of the data contained in the VAN Tip Bookmark th
24. om targeting etc that can be more efficient and more accessible to more users However only VAN administrators have the ability to create Target universes and they can help you do so Targets can be shared across committees Below are examples of targets of people in VAN listed as not registered to vote separated into those who live in housing appropriate for door to door canvassing and those for whom we have accurate mail and phone contact information Targets Include people in ANY v of the following Voter registration targets Unregistered walkable Voter registration targets Unregistered good mail and phone 4 Scores Depending on the type of organization you represent different scoring options will be available ISSI has access to various types of turnout based issue or value based clusters Most scoring systems are done on a 1 100 scale with 1 being the least desirable and 100 being the most desirable An individual with a turnout score of 2 is very unlikely to vote where a score of 98 indicates that they will most likely vote More information about each score will be provided as a supplement to this manual I Scores To Range 1 00 100 00 Range 0 10 100 00 Range 0 10 100 00 Range 1 00 97 00 Range 0 00 100 00 Range 1 00 20 00 Range 0 00 100 00 2010 Catalist EducationAttainmentScore From 2010 Catalist ProgressiveActivistScore From To 2010 Catalist VotePropensityScore From To 2
25. omments When you press contact the Admin it is important to note that this go to ISSI staff first 1 To Activate the Ticketing system click on the link Contact the Admin 2 If there are any pending or complete tickets you wish to view choose either one in the drop down menu and click refresh 3 To start a new ticket click Send the Request 4 Label the ticket as a problem or suggestion give it a subject and provide a thorough description Then click done 5 The System Administrator will reply via the VAN or email within 48 hours You can also get support by e mailing VAN issidata org 3 Creating and Viewing Lists From here users have three primary functions 1 Creating lists of targeted voters based on multiple criteria including voting history geographic area demographic data model scores etc 2 The Go to My List link allows users to access a list that they have been working on If a user logs off or does other activities the last list that they were working on is accessible from here 3 From here users can view their folders which includes saved lists and saved searches This is the directory of lists and searches that users accumulate while they use the VAN Saved Turf Cutting is also accessible from this link 4 Data Entry Functions Tools for All Fund VANual Page 6 There are six ways users can enter data back into the VAN All six are accessible from the main menu but the foll
26. on how often they vote whether they voted by early ballot or at the polls whether they requested a primary ballot Users can also look at general elections primary elections or in some cases municipal elections Early Voting Early Voting Exclude People Who Have Early Voted or Absentee Voted include Only People Who Have Early Voted or Absentee Voted ye people who Requested a Ballot From F To Mailed a Ballot From B To fs Returned the Ballot From B To fs Your VAN administrator will obtain information from the Secretary of State and update the early voting data regularly during an election You can check on either of the two boxes toexclude people that early voted from your persuasion and or GOTV programs or to include only people that have early voted to analyze who are the early voters or which of them are in your early vote program to measure your program s performance Tools for All Fund VANual Page 10 You can also identify people that have been sent a ballot but have not returned it yet so that you can contact them for non partisan persuasion purposes Using the drop down menu you can include p or exclude people based on the three items listed By clicking on the calendars you can specify the ranges you are interested in To narrow your list to people that have been mailed a ballot but have not returned it yet 1 create a list and include people who were Mailed a Ballot From date 1 to d
27. opy this whole blob and paste it directly into an email message Contact History List One record for each Contact Record in your list Volunteer Activities One record for each Volunteer Activity associated with any of the people in your list Organization People List Organization Activist Code List _ Relationship List One record for each person connected to anyone in My List Both related people must be Contacts Next Choose from any of the following options then click next and follow the directions Once you complete the export your VAN administrator will receive an email saying you are exporting a list and she or he will review the export and approve it Once approved the list will show up on the main menu in My Export Files Note For security purposes users are limited in how large a file they can export UNDER NO CIRCUMSTANCES IS ANYONE ALLOWED TO EXPORT THE ENTIRE VOTER MAINE FILE MiniVAN this option pushes your list to a mobile device such as an iPod iPhone or iPad Canvassers can use these devices as they go door to door and the list will appear on their device and they can collect information at the door and sync it back to the VAN Your VAN administrator will have to set this up for you so contact them if interested Split allows you to split your list into multiple lists Sample allows you to create random samples from your list Tools for All Fund VANual Page 24 Conclus
28. owing five are commonly used by organizers 1 Scan Bar Codes allows users to utilize bar code scanning to enter large amounts of data into the system 2 Script View Users can select a script and start phoning directly from the web site As voter records appear on their computer screen they pull up the voters and simply fill in the responses as they go through the script 3 Grid View Users can rapidly enter data from a list of selected voters Just enter the List Number from a printed list along with the script used for canvassing 5 Run Bulk Uploads Have your VAN administrator upload date from spreadsheets or databases that have been converted to a text file 6 MiniVAN Contact your VAN administrator to help configure iPhones iPods and iPads to be used for door canvassing and to sync data collected at the door back into VAN Android devices are not available yet but this feature is coming soon 5 Quick Tasks Virtual Phone Bank Allows organizers to set up a Virtual Phone Bank where volunteers can make phone calls from lists in VAN and enter data directly into VAN will on the phone Requires a phone line and an internet connection 6 Quick Look Up e To do a quick look up on a particular voter enter the last name and first name in the fields and click the Search button Users can also input information such as phone number county address zip code or city in order to refine a search LOGOUT O STATEVOICES PE Ac
29. ription in the description box Click Save Tip Over time you will amass quite a few saved lists and searches Get in the habit of giving those lists and searches self explanatory names Having a list with a cryptic name won t do you much good if you can t remember what it is for The description box that is available when you save the list is your best friend e Saved lists and searches are accessible from the main menu by looking clicking on the My Folders icon e When you click on the folder and click on the blue highlighted edit button to the right of the Saved Search you are directed to the saved search editing screen Tools for All Fund VANual Page 13 ff POPE Voter LOGOUT U STATEVOICES ARH Activation j i o N WEE Network My Voters gt Main Menu gt My Folders gt 2012 Targeting gt Unregistered good mail and phone Help Wiki Edit Search Name Unregistered good mail and phone gt Description paii Created By George Christie 5 7 12 Committee Engage Maine c4 Run Search Save As Delete Save Step 1 Create a New List Registration Registration Status Unregistered Suppressions exclude Deceased Edit and include Good Mailing Address only and exclude Do Not Call and include Strong and Medium and Restricted Strong and Restricted Medium Confidence Level Phones only M Add a Step Folders with Access Folders without Access 2012 Targeting 2010
30. s If it is one walker the page break should probably be the street name Step 6 If you are printing a walking list you have the option of selecting Print Map with Voters This will print a map along with the report Tools for All Fund VANual Page 19 Step 7 Click Next You will be printing to a PDF and you will have to retrieve this under my PDF files in the notification box in the top left hand corner of the VAN There will be a link that will take you right to this step It is important to note that you can only print to PDF due to a recent change Step 8 In order to print the map for your canvasser simply click on the Print button on the top left hand side of the page or use your internet browser s print function Once you have printed the map click next Step 9 Your Walk Call sheet will appear Print the list and distribute it to your volunteers NOTE Some printers have difficulty printing VAN walk call lists even with the pre set settings Test your printer first by printing a few pages and adjust your settings as needed Data Collection and Entry In addition to being an excellent program for distributing information about voters the VAN is also designed to collect the results from your canvass and store them for later use Not only can you ask a series of multiple choice questions see Survey Scripts and Survey Questions you can enter that data back into the VAN for use later in your campaign or program There are
31. st and can be accessed as you can see here gt Main Menu My List so QB Help wiki My List dL Add People Remove People gt Narrow People 420 People non eo T 16 oag Print Letters Labels Emails Calls Export mend Counts CutTurf HHWiz Save Tools for All Fund VANual Page 22 Letters allows you to merge your list into a form letter Labels allows you to create mailing labels from your list Emails VAN provides a blast email service at an additional charge If interested contact your VAN administrator Calls VAN offers four different services gt Main Menu gt My List o AS Help Wik My List ep Add People Remove People gt Narrow People 420 People r P Sa 336 Doors 8 RQ SS La M 4 336 Mailboxes 8 t ap Print Letters Labels Emails Gage x Save Set up Virtual Phone Bank List Description P Set up RoboCal Set up RoboSurvey Set up Predictive Dialer Campaign Next J Last Name First Name Refresh Address Abdi Pawo 48 Salem St Apt 308 Adams Dawn 66 State St Addulkarin S 21 School St Portland 207 774 2482 Ager Douglas 200 Brackett St Apt 3 Portiand 207 699 4138 Akabbagh Valsa 48 Salem St Portland 207 878 5373 The first which is free is called Virtual Phone Bank VPB allows you to create a list and have your volunteers log into VAN begin calling people from the list and enter the call results directly into VAN VAN prevents callers from
32. tivation My Voters gt Main Menu gt Quick Look Up change my settings oe op Ag Help Wiki Quick Look Up Last Name irst Name one State File ID DWID pe Street Address Y Use SmartName search techno Remember Me Clear Search e Please note that if the Use search technology box is checked the VAN will return information for first name derivatives If you enter Bob in the first name field you will get all matching records for both Bob and Robert If the SmartName capability is not checked you will only get exact matches Tools for All Fund VANual Page 7 That is if you enter Bob you will only get records for voters registered as Bob not Robert Note Smart Name technology does not apply to address searches e Once you have clicked search a list of voters may appear To view the individual voter simply click on the name TIP On the top right hand corner of the screen there is wheel shaped icon called Change my settings This function allows the user to control what information appears when they do a quick look up You can choose from multiple variables such as precinct LD name etc Creating a New List Use this function to begin the process of creating walk lists call lists or mailing lists Using the drop down menus and select the district you want to report on Select any other criteria to meet your targeted needs like party gender age registration date etc The phones only
33. you have selected your criteria click Refresh e Your cross tab will appear at the bottom of the page e You can export the cross tab to an excel file Turf Cutting Often when executing your walk program you will have a limited amount of time and volunteer resources to Cut Turf the process by which a field organizer assembles walk packets complete with voter lists scripts and maps for a Walkable Area Most of our precincts have numerous North South or East West streets periodically interrupted by gaps in those streets Sending walkers down the entire length of some streets may be impossible The Turf Cutting feature of the VAN will allow you to assemble logical walk groups Tools for All Fund VANual Page 15 Step 1 Create the list of voters you wish to canvass or create walk sheets for based on the criteria discussed earlier For issues of practicality users should select one precinct at a time and VAN limits the number of people per turf to no more than 2 500 at a time Step 2 Once you have produced your list select the Cut Turf option on the My List Page you should save your list before cutting turf Step 3 Assessing Your Area Below is how the turf cutting system will first appear Q STATEVOICES id icon alll WF Viale gt Main Menu gt Create A List My List Turf Cutter Help Wiki Turf Cutter a NE ah Yo tegma o a3 Deering pontian i t Unassigned 321 Doors A a S
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