Use Case: UC08.04.01 / Generate Report of Registration (ROR) Components

VoteCal Statewide Voter Registration System Project Use Case: UC08.04.01 / Generate Report of Registration (ROR) Components

Attribute Details

System S24.1 In accordance with EC §2187, VoteCal must generate and print the Report of Requirements: Registration (ROR) in the currently established format. (Refer to the Bidder’s Library) Description: The purpose of this use case is to User generates some or all components of the Report of Registration (ROR). Actors: SOS User Trigger: User initiates the use case when there is a need to generate some or all components of the Report of Registration (ROR) for a given “as of date”. An ROR is created several times during an election cycle. System: VoteCal Application Preconditions: . All global preconditions apply. Post . One or more reports are created in the specified format (PDF, Excel, extract) that are conditions: ready to be downloaded and printed. . All global post conditions apply. Normal Flow: 1. User accesses the Reporting & Correspondence area of the application. 2. System presents UI999.XX Report List Screen. 2.1. Several reports fall under “Report of Registration (ROR)”, including:  Historical Voter Registration Statistics  Qualified Political Parties  Political Bodies Attempting to Qualify  Registration by County  Registration by Political Bodies Attempting to Qualify  Registration by Congressional District  Registration by Senate District  Registration by Assembly District  Registration by Board of Equalization District  Registration by County Supervisorial District  Registration by Political Subdivision by County. 3. User selects the “Report of Registration (ROR) - [Component]” (e.g. “Report of Registration (ROR) - Qualified Political Parties”) they want to run. Only the following report components will be available to select:  Qualified Political Parties

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Attribute Details

 Political Bodies Attempting to Qualify  Registration by …

4. System presents UI999.XX Report Request Screen which displays fields for parameters specific to the report. 5. User provides values for the following parameters and executes the report: . Election – drop- down list containing all relevant elections. . ROR Date – the “Registration as As of Of date” for the ROR being generated – presented as a drop down list containing choices “E-15”, “E-29”, “E-60”, “E-154” and “Other”. The “Other” option will enable user to input a date. (Note: This will search for voter records with applicable effective registration dates, not as of the system date.) 6. System issues a warning message to confirm that the user would like to generate the ROR for the selected election. 7. System generates Report of Registration (ROR) component based on the defined ROR template. The report is generated in PDF format by default for all components except “Historical Voter Registration Statistics” which is generated in .CSV format by default. 7..1. When any of the “Registration by…” components are generated, all 8 “Registration by…” components should be generated at the same time. 8. The system notifies the requesting user of report completion via email. 9. When the first “Registration by…” component for a given election and “Registration As Of” date is generated, System identifies the System date (to YYYY-MM-DD:hh:mm:ss level detail). System copies the voter data counts into a separate database table using this System date in order to . This will distinguish these counts from the live voter data. Each Election and “Registration As Of” date will be There should be one database table for the ROR, with each election as a row in the table. 9..1. If the user generates the ROR multiple times per election and “Registration As Of” date, the data row will be overwritten with the updated information each time it is generated. The user will receive a message warning that this is about to occur and requiring confirmation before proceeding. 9..2. The system shouldwill maintain all past election data to allow SOS users to compare historical dataregistration counts from different elections and “Registration As Of” dates.. 9..3. This table will be used for additional County-level statistical reports. 10. User accesses the Reporting & Correspondence area of the application. 11. System presents UI999.XX Report List Screen. 12. User finds and clicks on the item labeled “[Date] – Report of Registration (ROR) – [Component]” from the Completed Reports, where [Date] corresponds to the “Registration As Of”ROR Date and [Component] refers to the ROR Component. 13. System presents the report in the selected formatas a PDF document. The document

Attribute Details may be printed or saved for electronic transmittalally delivered to whomever necessary. Alternate Flows: 3a User generates report as extract instead of PDF document 3a.1 User finds and clicks on the “Report of Registration (ROR) – Extract” item from the Report Templates section 3a.2 Step 6 instead generates Report of Registration (ROR) [Component] – Extract. 3a.3 Step 10 instead presents the report as a tab-delimited text file. 3b User generates report as Excel file instead of PDF document 3b.1 User finds and clicks on the “Report of Registration (ROR) [Component] – Excel” item from the Report Templates section 3b.2 Step 6 instead generates Report of Registration (ROR) – Excel. 3b.3 Step 10 instead presents the report as an Excel file. 6a User has generated the ROR for the selected election, the system will issue a different error message to confirm that the user would like to overwrite the previous ROR information. Exceptions: N/A Includes: N/A

Business Rules:  N/A

Frequency of TBD. The SOS produces ROR reports several times a year, more frequently during election Use: years. Frequency of ROR (EC 2187): . Gubernatorial Election Years: 5 RORs . Presidential Election Years: 8 RORs, 2 of which overlap . Odd-Numbered Years: 1 ROR Assumptions: . N/AThe system stores the ROR information when the SOS user extracts the data, not when the County user answers the ROR survey. . The “Historical Voter Registration Statistics” component will generate a report with the data relevant to the selected election needed for this report component. It is assumed that SOS Staff will use this data as input to create a Word/Excel document outside of VoteCal. The “Historical Voter Registration Statistics” component will not be formatted in a “ready to publish” format. Notes and The ROR components will have to be generated individually. It will be a manual process Issues: to assemble the components to create the ROR “booklet”. Ask SOS about how frequently ROR’s are produced for election and off years.N/A

Revision History

Document Document Revision Date Version Description Revision Author 12/30/2009 0.1 Initial Draft Victor Vergara 01/20/2010 0.2 Break ROR into components rather Victor Vergara than 01/20/2010 0.3 Review Victor Vergara 01/20/2010 1.0 Minor edits and release to client. Maureen Lyon 03/17/2010 1.1 Incorporate Client Feedback from QA Kimanh Nguyen / Kalyn Checklist Farris 03/22/2010 1.2 QA and Release to Client for Review Don Westfall mm/dd/yyyy 1.x Update with client feedback Only if needed mm/dd/yyyy 2.0 Submit to Client for Review {Name} (Deliverable 2.3 Draft) mm/dd/yyyy 2.1 Incorporate Client Feedback {Name} mm/dd/yyyy 2.2 Submit to Client for Approval {Name} (Deliverable 2.3 Final)

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