Disclaimer. Data Aquisition Manager is a registered trademark of Election Systems & Software Inc.

Transcription

1 Unity Online Training Manual Release Date: February 2004

2 2004 by Election Systems & Software, John Galt Blvd., Omaha, NE All rights reserved. Printed in the USA All information contained in this manual is proprietary to Election Systems & Software. No part of this document may be photocopied or reproduced in any manner without the prior consent of Election Systems & Software. The Data Acquisition Manager is a trademark of Election Systems & Software. Windows and Windows 95 are trademarks of the Microsoft Corporation. All other products mentioned are the sole property of their respective manufacturers. Graphics are created by ES&S or provided by Corel Corperation 1998, unless otherwise stated. Corel graphics are used in agreement with their guidelines. Disclaimer Election Systems & Software does not extend any warranties by this document. All product information and material disclosure contained in this document is furnished subject to the terms and conditions of a purchase or lease agreement. The only warranties made by Election Systems & Software are contained in such agreements. Users should ensure that the use of this equipment complies with all legal or other obligations of their governmental jurisdictions John Galt Blvd., Omaha, NE For software support, call (USA & Canada) or (International). If you have questions or suggestions for changes about this document, please call (USA & Canada) or (International). Data Aquisition Manager is a registered trademark of Election Systems & Software Inc.

3 Unity Online Table Of Contents Table Of Contents... 1 Introduction... 2 Types of access... 3 Starting Out... 4 Working In Unity Online... 5 Home Tab... 7 Welcome Page... 8 User Page... 9 Message Center Election Tab Select Precincts for this Election Select Offices for this Election Link Districts to Offices Candidates Tab Add Candidates View Candidates Text/Referendums Tab Upload Text Files Add Text/Referendums List Text/Referendums... 23

4 Introduction This manual will navigate you through Election Systems and Software s on-line product called Unity Online. ES&S creates a database of your county s information and with this program you can access that information to set up your elections. This allows you to have hands-on input in creating your ballot and a greater role in creating successful elections. Unity Online is accessed through the Internet. This training manual, in conjunction with the technical documentation, will lead you through how to navigate the program, how to decipher the options you have, and how to enter necessary information to get your election underway. Before you can use this program, there are two things that need to happen. First, provide ES&S specific county information requested. ES&S will take this information and set up your county database and your access to the system. Second, you must ensure your computer s have the minimum recommended system requirements. Those requirements follow. Recommended System Requirements: Description Minimum Recommended OS Windows 2000 Windows 2000/Windows XP Browser Internet Explorer 5.5 with 128 bit encryption Internet Explorer 6.0 or higher with 128 bit encryption Processor Pentium ll 450 Pentium lll 800 Monitor 17 Available Hard 1GB 2GB Drive Space RAM Election Systems & Software 2

5 Types of access There are two levels of system access that are available to county users. Once a county provides ES&S with requested county information, ES&S will begin to set up the county database and create access for the county to the database. ES&S will provide the county with a log in. That log in provides the election official with level 200, County Administrator access. With this level of access, a County Administrator can open Unity Online and create level 100 log-ins for other county employees. You may see other differences between the County Administrator and County Clerk logins. Below is a table of all of the privileges for each level of access. Access Level and User Privileges Level County Create level 100 log-ins for county employees Administrator Privileges Select Precincts from the Master List to be used in the current election Level County Clerk Privileges Select the offices from the Master List to be used in the current election Link districts to offices Enter candidates for the current election View candidates already entered into the database Either import a text question or create a new text question for the ballot View questions being used on this election Enter candidates for the current View candidates already entered into the database Either import a text question or create a new text question for the ballot View questions being used on this election Election Systems & Software 3

6 Starting Out You will access Unity Online from the Internet. After every thing has been set up by ES&S you can access Unity Online at any time. In preparation for an election though, you will need to contact ES&S as soon as possible and complete an Election Questionnaire. ES&S will create a new election for you and you will be able to add your precincts, offices, candidates and referendums. Starting Out Essvote.com Unity Online To access Unity Online: 1. Open your Web browser and access the ES&S home page at 2. Click the link for Unity Online in the lower left-hand corner. 3. Enter the Username and Password provided by ES&S. 4. Enter the Challenge word provided by ES&S. ***When you have completed all of the steps in this manual and are sure that your election is complete, contact your Customer Service Representative by phone or . They will let Election Services know that it is time to proceed with the coding of your election. Election Systems & Software 4

7 Working In Unity Online You are working inside of Microsoft Internet Explorer. All of your Internet Explorer navigational tools work, but as you will see as the training progresses, all navigational needs are met inside of the application. Your Microsoft Internet Explorer menu options might not look like the screen shots you see here depending on the toolbars you have chosen to display. Working in Unity Online Internet Toolbar County and Election Name Help and Log Out Tabs available Options available. Unity Online is divided into six tabs. Home is always available to all users. Election is only available to users given County Administrator access, and only after an election has been selected from the Home tab. Candidates and Text/Referendums are available for all users, but only after and election has been selected from the Home tab. Admin is only available to users given County Administrator access. It allows the County Administrator Look up/edit Users, Create Users and run an Audit Log of all actions taken with in Unity Online. Help is available at all times for all users. Log Out is an option in the top left corner of Unity Online that is available at all times. This manual will progress you from one tab to another as the tabs are displayed on the toolbar. Once the election is created and the precincts and offices are added though, users Election Systems & Software 5

8 can click on the Candidates and Text/Referendums tab at anytime to enter the required information. Up to three users at a time can be in Unity Online adding candidates and questions. Once a tab has been selected new options appear on the toolbar and also as highlighted instructional text. Click on the options on the toolbar or instructional text to work on your election. Election Systems & Software 6

9 Home Tab The Home page is available to all users and is where users log on to Unity Online and select an election in which to work. Home ` You will be able to log on, select an election to work on, and send a message to a fellow user from the Home tab. The Welcome Page allows you to log on to Unity Online. The User Page allows you to select an election to work on and, if you have County Administrator access, create new users. The Message Center allows you to send messages to other users and ES&S. Log Out allows you to log off of Unity Online. The following pages will explain each option in full. Election Systems & Software 7

10 Welcome Page The Welcome Page is where you log in to the system. It will require a user name and password, and for added security it will also require a challenge word. Welcome Page To gain access to the program: 1. On the Welcome page, enter your Username and Password provided by ES&S and click Continue or press Enter on your keyboard. 2. Next enter your Challenge Word and press Log In. Election Systems & Software 8

11 User Page The User Page is divided in two sections: Election Management and Profile Management. User Page Divided into - Election Management Profile Management The Election Management section of the page lists all elections for your county. It is divided into: Election displays the names of all of your elections. Description displays the election description and is highlighted in blue. Click on this link to activate the election and display additional tabs along the top of the screen. Proofs lets you know if a proof of your ballot is available to view. Lock lets you know if your election has been locked by ES&S. The Profile Management section of the screen lets the county administrator manage users and allows users to change their passwords. A County Administrator can click Create New User to create log-ins for staff members. To make changes to a users information, click the user s name that appears in blue. Users can change their passwords by clicking on the highlighted Change My Password. Election Systems & Software 9

12 Message Center The Message Center gives each user the ability to send messages to other users or to ES&S. You can even create a message, click send, and the next time the recipient of the message logs on to Unity Online they will receive the message. Message Center To send a message: 1. Click on Message Center from the toolbar. 2. Click on the dropdown arrow next to the Create New Message field to select the user to receive the message. This will include all county users of Unity Online and ES&S. 3. Enter your message in the Message field and click Send. Election Systems & Software 10

13 Election Tab The Election Menu is only available to users with the County Administrator access. This menu allows the County Administrator to select precincts for this election, select offices for the election and link districts to offices. Remember: Users who log on with County Clerk access will not have an Election s tab. Election Menu Click options on the toolbar or in the instructional text. You will be able to access the commands on this page by selecting the option on the toolbar or by clicking on the highlighted section of the instructional text. The Election section of this manual will be set up to progress you from one section to the next without returning to this main menu. If at anytime you want to return to this main menu just click on the Election tab. 1. To select the precincts that have contests in this election click on Select Precincts for this Election from the toolbar or from the highlighted instructional text. 2. To select the offices that will be contested in this election click on Select Offices for this Election from the toolbar or from the highlighted instructional text. 3. To link the offices to the districts or precincts where they will be contested click on the Link Districts to Offices from the toolbar or from the highlighted instructional text. Election Systems & Software 11

14 Select Precincts for this Election All of your precincts have been entered into your county s database at ES&S. Select all of the precincts that will be active in the upcoming election from this database. Select Precincts All precincts in County database Precincts active for current election Add Precincts button Remove Precincts button To select precincts for your election: 1. From the Elections tab click Select Precincts for this Election on the toolbar or from the instructional text. 2. Highlight the active precincts at the top of the screen and click Add Precincts to Election. This will move the precincts to the bottom of the screen. Follow the directions on the screen to select more then one precinct at a time. 3. When you have selected all of the precincts for the current election click on Select Offices for this Election on the toolbar to proceed to the next section or click Log Out to exit Unity Online. *To remove precincts from the election highlight the precinct name from the list at the bottom of the screen and click Remove Precincts from Election. Note: Make sure you select the precincts in the order in which you want to get your ballots. If you have consolidated precincts you need to select the appropriate precincts that are running for that particular election. If you want to rename any of your precincts or offices after the database is built contact ES&S. Election Systems & Software 12

15 Select Offices for this Election Your county database should include four years of office contentions for your county. For this part of creating your election you will only need to go to that list and select the offices for your current election. Select Offices The next step in the process is to select offices for your election: 1. Select the office name from the top of the screen and click Add Office to Election. This will move the offices to the bottom of the screen. Follow the directions on the screen to select more than one office at a time. 2. When all offices have been selected click on Link Districts to Offices on the toolbar to proceed to the next section or click Log Out to exit Unity Online. *To remove offices from the election select the office name from the list at the bottom of the screen and click Remove Offices from Election. *Use your File menu to print this page for your County Clerks who might need this information when entering Candidates and Text/Referendums. Election Systems & Software 13

16 Link Districts to Offices Next, link the office to the district or precinct where it is being contested. Use the Link Districts to Offices option to place contests on ballots for the correct precincts. This linking action allows tables in the database to talk to one another. Link Districts to Offices Offices COM005 DISTRICT 5 Available Districts/ Precincts Selected District/ Precincts To link your districts to your offices: 1. Select the office you want to link from the drop down menu. 2. All of your districts/precincts will become available in the bottom left screen. Highlight the appropriate District/Precinct and click the Add button. This will move the district/precinct to the right side of the screen. 3. Continue to use the drop down box to select offices to link until you have linked them all. 4. When all offices have been linked to a district/precinct you can continue with your election by proceeding to the Candidates and/or Text/Referendum tabs or click Log Out to exit Unity Online. *To remove districts/precincts from the election, highlight the districts/precincts from the right side of the screen and click Remove. Election Systems & Software 14

17 Candidates Tab Now that the precincts and offices are set up, we need to add candidates and assign them to the appropriate office and political party. All users will have access to the Candidates tab. Candidates Menu Click on options on the toolbar or in the instructional text. From this menu you can add candidates and view a list of your candidates. 1. To add candidates click on Add Candidates on the toolbar or create a new candidate record from the instructional text. 2. To see a list of candidates that have already been added click on List Candidates from the toolbar or view a list of existing candidates from the instructional text. Election Systems & Software 15

18 Add Candidates You can choose to add your candidates all at once or you can choose to add candidates as they file. Add Candidates After entering all of your candidates for a given contest, enter the Relative Position to place the candidates in the order you want them to appear on the ballot. Always enter two digits (01, 02, 03, etc.). To create a new candidate record: 1. From the Candidates tab click on Add Candidates on the toolbar or create a new candidate record from the instructional text. 2. From the dropdown menu select the office for the candidate you are adding. Once you select an office a new screen will display. 3. From the dropdown menu that next displays select the political party of the candidate. For offices not associated with a party select Non Partisan. 4. Enter the last name and the first name exactly as you want them to appear on the ballot, i.e., all caps, with middle names. 5. Click the drop down arrow next to the District or Precinct box and select the district or precinct where the candidate is contesting the office. Note: If the candidate is running for an office that will be contested countywide, select <countywide> or COUNTY to link the office to all districts and precincts. 6. Candidate Number is an optional field used by certain states to include a filing position on the ballot. Contact ES&S if you think this is something your county uses. Election Systems & Software 16

19 7. After you have entered all of your candidates for a given contest, enter their Relative Position. This determines where the candidate s name will appear on the ballot relative to other candidates contesting the same office. Always use two digits so that the numbering starts 01, 02, 03 etc. If this is not entered, the candidates will appear on the ballot in the order they were entered into Unity Online. 8. The Additional Text lines can be used if: Candidate s name does not fit in the space provided Candidate s nickname appears on the ballot Candidate s hometown appears on the ballot A Vice President s or Lt. Governor s name is needed on the ballot under the President s or Governor s Name Other text must appear with the candidate on the ballot 9. After entering all of the above information click on Create Candidate or click on Reset to reset the information on the screen. 10. Once your candidate is created you will be able to enter any Language specific information for that candidate. 11. Use the dropdown arrow to select the language. 12. Enter the candidate name in the language selected. 13. Enter any additional text. 14. Click on Save to save the information or Reset to reset the screen. 15. Continue entering candidates or click Log Out to exit Unity Online. Election Systems & Software 17

20 View Candidates If you need to make any changes or delete a candidate you can access the data from the List Candidates screen. View Candidates Click Add Candidate under the office to add candidates Select Edit or Delete to make changes to a candidate or delete a candidate from the database To view an existing list of candidates: 1. From the Candidates tab click on List Candidates on the toolbar or view a list of existing candidates from the instructional text. 2. After the list of existing candidates displays: a. Click Edit to edit a candidate b. Click Delete to delete a candidate c. Click Add Candidate to add additional candidates *After you enter all of your candidates for an office you need to list your candidates, click on Edit, and assign a Relative Position for each candidate. Election Systems & Software 18

21 Text/Referendums Tab Use the Text/Referendum option to add questions/referendum text. Questions can be in.rtf (Rich Text Format) or.txt (Text Format) format. If there is an additional language that uses special characters (accent marks) a.txt file must be used. All users have access to the Text/Referendum tab. One important note: Questions formatted using this option can only have four responses. For a question with more than four responses, contact ES&S. Text/Referendums Click on options on the toolbar or in the instructional text. From this menu you can add text and referendums and view a list of existing text/referendum: 1. To upload a text/referendum file that you have saved on your system or a diskette click Upload Text Files on the toolbar or from the instructional text. 2. To format your uploaded text/referendums click Add Text/Referendum from the toolbar or add a new text/referendums from the instructional text. 3. To see a list of referendums you have entered for the current election click List Text/Referendum from the toolbar or View a list of text/referendums from the instructional text. Election Systems & Software 19

22 Upload Text Files Uploading Text files allows you to import an already created.txt or.rtf file into Unity Online. This step must be complete before you can view and format your question in the Add/Text Referendum section. Upload Text Files To Upload Text Files: 1. From the Text/Referendum tab click on the Upload Text Files on the toolbar or from the instructional text. 2. Either enter the location of the files you want to load or click on the Browse button to locate the files. Highlight your files and then click Upload Text Files. You can enter the files for up to six questions at a time. 3. Once the files have been uploaded you will receive a confirmation message. Election Systems & Software 20

23 Add Text/Referendums After you have uploaded your files, you need to enter some additional information. Add Text/Referendums To complete your Text/Referendums: 1. Click on Add Text/Referendums from the toolbar or add a new text/referendum from instructional text. 2. Enter a description of your question. 3. Click on the dropdown arrow under Heading Category to select an office heading, if applicable. 4. Click on the dropdown arrow next to Party to link the question to a specific party s ballot in a primary election or select Non Partisan to link it to all parties. 5. Use the dropdown arrow next to Question or Referendum Filename to select the question you uploaded. Click Preview/Edit to view your text. 6. Depending on state law, some states include an explanation on the ballot. If your state uses an explanation follow the same steps as for the text\referendums. 7. Place a check by: Place Text on Ballot to place the text/referendum on the ballot. Referendum/Question to activate the Yes/No verbiage so you can add Yes/No text. Rotate Ref/ Questions to rotate the question on the ballot. Explanation to place an explanation of the question on the ballot. State law generally determines the use of this. Election Systems & Software 21

24 Recall/Retain if this question is in reference to a recall vote of a disputed office 8. Enter a Position Sequence to determine where on the ballot the questions appear in relation to the offices being contested. When your county database was created each office was given a sequence number that determines where on the ballot the office appears. You can find the sequence number to the left of each office listed in the Election menu. To place the question at the end of the ballot just give the question a sequence number greater than the last office on the ballot. To place a question between two offices give the question a sequence number somewhere in between the two offices. 9. Enter Yes and No responses exactly as you would like to see them on the ballot. 10. Select the districts where the question should appear on the ballot. If you need the question to appear on ballots for certain precincts, click <LOCAL> on the left side of the screen and highlight the precincts on the right side of the screen. 11. Click Save to save Text/Referendum entries or click Reset to reset the screen. 12. Enter Additional Language information, if applicable and then Save again. Election Systems & Software 22

25 List Text/Referendums At anytime you can view a list of the Text/Referendums you have entered and Edit or Delete the entries. List Text /Referendums To View Text/Referendums: 1. Click on List Text/Referendums from the toolbar or view a list of text/referendums from instructional text. 2. Click Edit to edit information for a text/referendum or Delete to delete information for a text/referendum. Election Systems & Software 23