EDISCLOSURE USER GUIDE

Transcription

1 STATEMENT OF ECONOMIC INTERESTS edisclosure is the City s electronic Form 700 and Form 60 filing system and database. Through edisclosure, you can maintain a current list of your agency s filers by adding, terming, and transferring filers. edisclosure also allows you to update a filer s information, log notes regarding a filer s employment status, and run filing reports. This guide provides instructions on how to use some of these key functions and features in edisclosure. PAGE 2 3 ADD FILER FUNCTION PAGE 4 LEAVING OFFICE FUNCTION PAGE 5 TRANSFER FUNCTION OUTSIDE YOUR AGENCY PAGE 6 TRANSFER FUNCTION WITHIN YOUR AGENCY PAGE 7 LOGGING A NOTE PAGE 8 UPDATING A FILER S ADDRESS PAGE 9 UPDATING ETHICS LIAISON S CONTACT INFORMATION PAGE 10 RUNNING A REPORT PAGE 11 ADDING NEW CONTACT PERSON

2 STATEMENT OF ECONOMIC INTERESTS Add Filer Function Use this function to add individuals who occupy a position listed on Schedule A of your Conflict of Interest (COI) code to edisclosure. When an filer has successfully been added the system will automatically them a notification to complete the assuming office SEI. Please follow the steps below to add a filer and prompt them to file their assuming office SEI: Click Add Filer at the bottom of the page. cv cv Enter the individual s first and last names. If the filer already exists in the system. Follow the prompts to add the filer. You will need to select their agency, new position, and the date they started in that position. If the filer doesn t already exist in edisclosure, click on Add Filer. Page 2 of 11 January 2017

3 Add Filer Function Step 6: Enter the filer s address. The Login ID will be automatically populated with the address entered. Check the address to ensure it is correct. Filers who do not have an address must be added and tracked through edisclosure but will not receive notifications. (see example below within the Filer Information box) Step 7: Step 8: Select the filer s agency, their new position, and the date they started in that position. (see example above within Position Information box) After clicking Save, they will be added and will receive an that includes edisclosure account information such as their login ID and temporary password. They will also receive a second with information regarding their Assuming Office SEI. Page 3 of 11 January 2017

4 Leaving Office Function Use this function to remove any filers on your list who have left the City or who have moved from a designated position to a non-designated position on your agency s COI code. The system will automatically the filer a notification to complete the leaving office SEI. Select the filer s name. Click on the Leave Office button at the bottom of the page. In the pop-up window, verify the filer s name and select the filer s last day. Click Leave to complete the process. Page 4 of 11 January 2017

5 Transfer Function Outside Your Agency Use this function if a filer in your agency has moved from one designated position to another designated position on your agency s COI code. Select the filer s name. Click on the Transfer button at the bottom of the page. In the pop-up window, select the filer s new agency. Enter the end date for the position he is leaving. Click Transfer to complete the process. Page 5 of 11 January 2017

6 Transfer Function Within Your Agency Use this function if a filer in your agency has moved from one designated position to another designated position on your agency s COI code. Select the filer s name. Click on the Transfer button at the bottom of the page. In the pop-up window, select your agency and the filer s new position. Enter the end date for the old position and the start date for the new position. Click Transfer to complete the process. Page 6 of 11 January 2017

7 Logging a Note You may use this function to attach a note to a filer s record in edisclosure. Select the filer s name. Click on the Log A Note button at the bottom of the page. In the pop-up window, select whether it is a note, phone call, or and provide as much description as possible in the space provided. Click on Log to complete the process. Ethics Liaison Page 7 of 11 January 2017

8 Updating a Filer s Address Follow these steps to update a filer s address in edisclosure. Select the filer s name. Click on the Account Info button at the bottom of the page. In the pop-up window, click on Change and type in the filer s new address. Click on Save to complete the process. Page 8 of 11 January 2017

9 Updating Ethics Liaison s Contact Information Follow these steps to review and update your contact information in edisclosure, so your filers know how to contact you. Select Contact Person Profile from the Contact Person menu. Review your address that appears under the Contact Person tab. If you need to update your address, click on Change under the Login menu. To review your address, go back to your Contact Person Profile. Step 6: Step 7: Click on the Contact Information tab at the top. Click on Edit to update our address, phone number, and fax number. Click on Save. Page 9 of 11 January 2017

10 Running a Report Use this feature to create reports on your filers information and filing activity in edisclosure, including their filing status, listed positions, addresses. Select Filer Reports from the Contact Person menu. Select which report you would like to see from the dropdown menu. Select the filing year and filing type, if applicable. When you have made your selections, select Get Report. You can export this report by selecting the Save icon. Page 10 of 11 January 2017

11 Adding New Contact Person When a Filing Official adds a new Filing Official / Contact Person to edisclosure, the system will automatically notify the. Select Agency Profile and click the Contact Person tab Expand the Filing Officer Notifications button. Add the requested information within the New Contact Person box. Click Save Page 11 of 11 January 2017