Elector8 Training and Instruction Document Canvasser Wizard

Transcription

1 Elector8 Training and Instruction Document Canvasser Wizard Version Control Version No. Author Change Details Date S Verdon Initial Version of Elector8 Manual October M Warner Review of Elector8 Manual November A Ashton Review of Elector8 Manual December A Ashton Review of Elector8 Manual August 2014

2 Canvasser Wizard The Canvasser Wizard helps plan visits to properties and electors. Before starting the wizard, the user needs to make sure that there are staff available to be selected for canvassing. This can be done in the Staff Availability screen. The Canvasser Wizard can be used in a number of different ways. In the first screen the user can choose how they wish to continue from 5 options. The first 2 options allow the user to plan visits and send out staff members to properties, either to establish the accuracy of the register, or to deliver poll cards to those properties. They can then choose to Work with Existing Rounds. Once the rounds have been carried out, the user can select the option to pay the canvassers for the work that they have done. Finally, if the council is using our tablet canvassing application, Particip8, the user can select Download Responses captured via tablet to pull down data captured using the tablets. Page 1

3 Plan visits to establish the accuracy of the register: To plan visits to properties the user must first select a canvass period. They can either select an existing canvass period, or create a new one, entering a description, and a start & end date. The Edit Periods button opens up the Canvassers & Rounds screen found under the Staffing menu. This is where the user can see all the information for any currently running canvass periods. After clicking Next the wizard will calculate the statistics for non-responding properties, unverified electors and user excluded properties. These will be separated into separate tabs. Non-responding properties are properties that have not currently returned a HEF form within the current canvass period. Double clicking on any entry in the grid will allow the user to drill down further into this information. The Unverified electors tab shows all the properties that have returned their HEF form but have unverified electors living at the address. User excluded properties are properties that have been marked as Do not canvass. This can be done from the Property Details screen. The user can doubleclick on a figure to view the properties. Page 2

4 The wizard will then ask the user how they would like the visits to work in order to calculate potential coverage available. The options available from this screen can be editted at a later date if need be. The user is able to choose how many canvassers to appoint, how many properties to visit each day, and assign the work over a number of days or one day at a time. Pressing next will take the user to a screen from which they can select staff to be appointed as canvassers for this round of canvassing. The user can select from the staff list, or from previously appointed canvassers. After selecting any number of staff and pressing the green arrow, these will be moved into the Selected Canvassers tab. The number of staff selected must match the number of canvasser to appoint number from the previous screen. If the user does not select enough, or selects too many staff, they will be shown a warning message reminding them how many canvassers they appointed on the Page 3

5 previous page. They can either change the amount of appointed staff to the new number by clicking Yes, or click No and select the correct amount of staff for canvassing. On the next screen the user can allocate an address to which the canvass rounds will be based upon. They can choose from the canvasser s home address, a selected address or a manual street address. Selecting the canvasser s home address will base their rounds around the area that they live. If the user chooses Selected Address, they can click on Select Starting Address and this will open up a Property Search window where the user can search for a specific address to base their rounds upon. The user can also choose to Select Streets. This will open a new window allowing the user to select a canvasser, a polling district, then they can tick which of the streets this particular canvasser will canvass. Page 4

6 The wizard will then calculate the rounds for each of the canvassers. The next screen shows the rounds for each canvasser, and the user can select a staff member from the drop down menu to view the properties that they will canvass. The user can print these sheets if needed by clicking Print at the bottom. Pressing the Upload All Data button will upload the current canvasser rounds to Particip8. It is also possible to export the data to a CSV file by right clicking in the grid. Then finally they can click Finish. The wizard will then ask the user if they would like to perform another action using the Canvasser Wizard. The user can select No to finish, or select Yes which will take them back to the first screen of the Canvasser Wizard. Page 5

7 Plan the delivery of poll cards: Once again the user is asked to select a current canvass period or create a new one. As before they then need to plan how the visits will work. And once again allocate the properties to each member of staff. Page 6

8 This will create the rounds for the delivery of poll cards. And finally the user can view or Print these sheets. The user will be asked if they would like to perform another action with this wizard. To view previously created rounds the user can go back to the first screen and work through the wizard again. The user can also view a map of the canvasser s rounds by selecting Show Map. Page 7

9 Show Previously Created Rounds: This option will let the user view all of the rounds that they created previously. To view a previously created round, the user must first select a canvass period, a round type (Canvass or Poll Card Delivery), and then a canvasser. They can then click Show Round. If a canvasser has completed their round, the user can Mark round as complete. This will update the database. This can be done for each of the canvassers that have completed their round. There is also an option to Only show properties that have responded. The user can then click Finish, and then either end the wizard, or go back to the first screen to choose the fourth option to pay the canvassers. Page 8

10 Pay canvassers for the work they have done: The user must, once again, select a canvass period, a round type, and a canvasser that they wish to pay. This can only be done once a canvasser s round is marked as complete. Once the Selected for Payment box has been checked, a payment method must be selected, from flat fee, fee per item, and fee per day. Then the user must enter a fee and this will calculate a total. The user can add any notes to be attached to this canvasser s record. And finally they can click Record Payment and then Finish. This will end the wizard. Page 9

11 Download responses captured by tablet: The user will see the following screen once they have selected the last option in the Canvasser Wizard. They are presented with a number of tabs containing data. At first these tabs will all be empty. The user can then click the synchronise button to pull down information from the tablets. Clicking Synchronise will populate the tabs with data that is collected by the canvassers. Page 10

12 New Electors Identified tab: Any new electors that have been identified can be added to the database by right clicking and selecting Add selected elector(s) to the database then choosing to use or not to use the New Elector Wizard. These electors will only be saved as draft electors and will need to be verified. They can be removed from this list if there has been a mistake by selecting Remove selected electors from list. Case selected electors names will amend the casing of the letters in the electors name if they have been incorrectly entered as uppercase or lowercase letters. Electors with no changes tab: This tab will show the properties that have had no changes. This is where the canvasser is able to confirm that the electors residing at the address corresponded to the records that are already in the system, and no changes are needed. Empty Properties Confirmed Empty tab: The properties in this list will have been confirmed by the canvasser to by empty properties still. No Replies tab: Page 11

13 The No Replies tab will be populated with properties that the canvasser could not access and therefore could not ascertain any further information. The No Access Reason will be recorded on the tablet and pulled down to this screen. Elector Amendments Identified tab: If a canvasser has recorded a name change for an elector, the information will appear in this tab. The user can then right click the elector and select Change elector name, this will open up a new window with a form where the name change details can be entered. Electors to be removed: This tab will display any electors who have been marked as deceased, or moved away to another address. If the elector s new address is known and recorded on the tablet, they can be matched against the address in the database either manually or automatically. If an elector is deceased and evidence for this has been received, they can be removed from the database completely, or just removed from the list as a clerical error. Page 12

14 ITRs Requested: A canvasser may record that an elector has requested for an ITR to be sent to them. These electors will appear in this tab, and the user can right click to send a communication to them. Page 13