Philadelphia Department of Records Campaign Finance Smart Client Training

1. Philadelphia Department of Records Campaign Finance Smart Client Application Training January 10, 2008 – 6:00 pm January 11, 2008 – 12:00 pm

2. Agenda • Introductions • Smart Client Key Features • How to use the SmartClient • Alternative Filing Methods • Questions

3. Smart Client – Key Features • Reports and Forms • Easy electronic filing of all reports: Campaign Finance Report, Campaign Finance Statement, 24 Hour Contribution/Expenditure Report, Independent Expenditure Report • Printable Affidavit • Transaction Report

4. Smart Client – Key Features • Processing Convenience • Electronic validation of Filer ID • Easy amendment handling • Filer address requirements to match Campaign Finance website • One-key shortcut for “Philadelphia”city value

5. Smart Client Smart Client Benefits • Supports large and small submissions • Stores data on local PC allowing off-line data entry • Enables one-click Internet filing of Campaign Finance Reports and Statements • Imports and Exports State text files • Increases filing accuracy by displaying warnings • Produces a printed report of Campaign Finance Reports and Statements

6. Smart Client In case you have questions or problems please contact Campaign.Finance@Phila.gov Things you will need… • PC with Windows 2000 or higher, and the latest Service Pack updates • Internet connection for software updates and electronic filing (NOTE: electronic filing is blocked by the City Hall firewall) • CD for initial install, or download the application here: http://philadox.phila-records.com/cfsc/ • User’s Guide (included on Installation CD)

7. Smart Client After the installation… Smart Client Program Location

8. Smart Client The First Time You Launch… • Setting up Filers • Use your Assigned Filer ID given to you by the Philadelphia Records Department or the Department of State • Select the Cycles applicable to your campaign • Add Filers – one per supporting candidate or committee

9. Filer > Filer Profile Smart Client Filer Profile

10. Smart Client Menu Summary • File • Import • Export • 24 Hour Export – NEW! • Exit • Reports • Campaign Finance Statement • Campaign Finance Report • Filer • Filer Profile • Select Filer • Report Cycles • Tools • Check for Updates • Help • Online Help • About • 24 Hour Report – NEW! • Independent Expenditure Report – NEW! • Affidavit Report – NEW! • Transaction Report – NEW!

11. Cycle Summary Smart Client Cycle Summary • The Cycle Summary screen allows Filers to: • Switch focus of cycle data • Indicate whether filing is a Statement or Report • Indicate Filing is a Termination • Indicate Filing is an Amendment • Enter Beginning Cash Balance – using Save and Cancel • Electronically File a Campaign Finance Statement or Report – regular or 24-Hour • Check off “Section Completed” check boxes – optional use • Pared-down version of this tab for Individual and Nonpolitical Organization filers

12. Cycle Summary Smart Client

13. Cycle Summary Smart Client Cycle Summary – for new filer types • Cycle Summary and Expenditures tabs only – for Individual and Nonpolitical Organization filer types

14. Unitemized Items Smart Client Unitemized Items • Unitemized Items tab allows Filers to: • Record the aggregate total of contributions received for $50.00 or less in Cash and In-kind contributions

15. Data Entry Tabs Smart Client Entering detailed Contributions, Receipts, Expenditures, and Loans • Tab Tips… • Screens overlay each other to reuse screen space – like tabs on the Excel sheet at the bottom of the worksheet • Title of the tab page is at the top of the page • Be careful – the tabs look similar, but capture different information • Data entry tabs allow Filers to: • Add and Delete contribution and expense details • Edit previous entries • Search Contributors and Creditors • View warnings and errors

16. Monetary Contributions Smart Client Monetary Contributions • Monetary Contributions tab allows Filers to: • Add, Change, and Delete contributions • Search and copy from previously-enteredContributors when entering contributions • View and address warnings and errors

17. Monetary Contributions Smart Client

18. Monetary Contributions Smart Client Search Feature • Search allows Filers to: • Locate previously entered entity (i.e., Contributor, Creditor, Payee, etc.) information • View Search Results as they type… • View onlyentities associated with Selected Filer Profile • Use selected entity on multiple transactions

19. In-Kind Contributions Smart Client In-Kind Contributions • In-Kind Contributions tab allows Filers to: • Add, Change, and Delete contributions similarly to Monetary Contributions tab • Search and copy from previously-entered Contributorswhen enteringcontributions • View and address warnings and errors

20. Receipts Smart Client Receipts • Receipts tab allows Filers to: • Add, Change, and Delete receipts • Search and copy from previously-entered Payorswhen enteringreceipts • View and address warnings and errors

21. Expenditures Smart Client Expenditures • Expenditures tab allows Filers to: • Add, Change, and Delete expenditures • Search and copy from previously-entered expenditureentities when entering expenditures • View and address warnings and errors

22. Unpaid Debts Smart Client Unpaid Debts • Unpaid Debts tab allows Filers to: • Add, Change, and Delete unpaid debts • Search and copy from previously-entered creditor entities when entering debts • View and address warnings and errors

23. Reports > Campaign Finance Report Smart Client Campaign Finance Reports • Select Report > Campaign Finance Report to: • View and Print the Campaign Finance Report prior to submission • Save this printed document as a backup of the filing • Print by clicking on Print Icon • To save, click the “Export Report” Icon – enter a file name and choose “Adobe Acrobat (*.pdf)” as the “Save as type” • May be used for City Commissioner paper submission

24. Reports > Campaign Finance Statement Smart Client Campaign Finance Statements • Select Report > Campaign Finance Statement to: • View and Print the Campaign Finance Statement and prior to submission • Save this printed document as a backup of the filing • Print by clicking on Print Icon • To save, click the “Export Report” Icon – enter a file name and choose “Adobe Acrobat (*.pdf)” as the “Save as type” • May be used for City Commissioner paper submission

25. Reports > Independent Expenditure Report Smart Client Independent Expenditure Report • The Independent Expenditure Report option allows Individual and Nonpolitical Organization Filers to: • View and Print the Independent Expenditure Report prior to submission • Save this printed document as a backup of the filing • Print by clicking on Print Icon • To save, click the “Export Report” Icon – enter a file name and choose “Adobe Acrobat (*.pdf)” as the “Save as type” • May be used for City Commissioner paper submission

26. Reports > 24 Hour Report Smart Client 24 Hour Reports • The 24 Hour Report option allows Filers to: • Select a date for which to report late contributions or expenditures • Candidates, Candidate Committees, Lobbyists, and Political Committees will submit the Campaign Finance Report as the 24 Hour Report • Individuals and Nonpolitical Committees will submit the Independent Expenditure Report as the 24 Hour Report • View, Save and Print the 24 Hour Report prior to submission • Print by clicking on Print Icon • To save, click the “Export Report” Icon – enter a file name and choose “Adobe Acrobat (*.pdf)” as the “Save as type” • May be used for City Commissioner paper submission

27. Reports > Affidavit Form Smart Client Affidavit Form • The Affidavit Form option allows Filers to: • View, Save and Print the Affidavit Form for completion by hand • Print by clicking on Print Icon • To save, click the “Export Report” Icon – enter a file name and choose “Adobe Acrobat (*.pdf)” as the “Save as type” • Affidavit must be submitted on paper; there is no electronic filing option

28. Reports > Transaction Report Smart Client Transaction Report • The Transaction Report option allows Filers to: • Select desired Transaction type (can select multiple) • Select date range for report • Narrow down by Entity name if desired • To save, click the “Export Report” Icon – enter a file name and choose “Adobe Acrobat (*.pdf)” as the “Save as type” • This report is for Filers’ reference only. It is not submitted to any government agency.

29. Smart Client Online File Submission • Easy as one click with the Smart Client • Complete all tabs, visually verify accuracy, and then click on File Report, File Statement, or File 24 Hour Report on the Cycle Summary tab, depending on situation

30. Smart Client Online File Submission • You will be asked for user ID and password; use credentials provided by Philadelphia RecordsDepartment • If user ID matches with validated Filer ID, report will be filed and you will see a success message

31. Smart Client Filing an Amendment… • Data Entry – modify existing Cycle data • Cycle Summary tab • Check box next to “Amendment” in the center of the window • Click “Save” • Click “File Report” • Enter user ID and password, and submit

32. Smart Client What if I support multiple candidates or committees? • Filer Setup – Filer > Filer Profile – Add a Filer Profile for each supporting candidate or committee • Add Cycles for each Filer Profile • Select the Filer – Filer > Select Filer • Data Entry – for each Filer • “File Report” when data entry is complete – for each Filer • Use the appropriate User ID that matches your candidate/committee submission

33. Smart Client Smart Client User Tips… • Data Entry – click on box (highlight existing values to replace) and then start typing – otherwise you may be adding number at the end of the amount • Tab Key – [Tab] takes you to the next field verses clicking with the mouse • Searching Contributors – the Search results are displayed as you type! • Saved Entities – Description, Amount and Date are not saved as part of the saved entity • Alt Keys – Use the [Alt] key to Add ([Alt]-[N]) or Delete ([Alt]-[D]) • Blank Forms – No need to enter $0.00 transactions to create a “blank form” – the report will produce this automatically when you view the report

34. Alternative Filing Methods • Export data as five formatted text files • Export from Smart Client • Web Submission on Campaign Finance Website, or CD submission to Dept. of Records • Note: State text file standards are located at: www.phila.gov/records/CampaignFinance/ElectronicCampaign.html • Enter data directly into Campaign Finance Website • Import data as five formatted text files into Smart Client and then file electronically

35. Export from Smart Client • In Smart Client, select File > Export: • Export Text Files that match selected Filer-Cycle, for web submission on Phila Dept of Records website • Save exportedfiles on yourhard drive andthen upload orsubmit on CD

36. Web or CD Submission • Web Submission: Zip and upload text files directly • Select all text files by Lassoing or using [Ctrl]-[Left-Click] to choose the target files • Right-Click and select “Send to > Compressed (zipped) folder” – this will give the Zip file the name of the last selected item • Go to https://wwwl.phila-records.com/campaign-finance/web/login.jsp • Go to Upload Files > Browse and Select your zip file > ZipSubmit • CD submission: copy text files to CD and deliver to Dept. of Records, including on the CD: • Filer Name • Cycle • Contact Name • Phone Number • Alternate Phone Number

37. Direct Data Entry • Go to Campaign Finance Website, https://www.phila-records.com/campaign-finance/web/login.jsp • Using your online User ID and Password, log in and enter the data directly into the web form • This method is not preferable if you have a large number of records to enter

38. File Import into Smart Client • To import state-formatted text files: • In Smart Client, select File > Import • Browse to saved files, select files to import, click “Import Selected,” and review Import log:

39. File Import into Smart Client • After importing, click on “File Report” on Cycle Summary tab • Importing Tips • Filer ID in text files must match Filer ID selected in the application • Must import files into the Cycle selected in the application • Observe Errors and Warnings and make any necessary corrections • Only import files ONCE into any selected Cycle – failure to do so will result in duplicate contributor entities

40. Smart Client Stuff you may never need to worry about… • When would you care about the following directory? • C:\Documents and Settings\All Users\ Documents\CFSC • When you switch computers • When you want to transfer the data to another computer • If you want to back up the data • Your data is saved in the file called “cmpgnfinance.fdb”

41. Campaign Finance Training Week of January 21, 2008 for Cycle 7, 2007 Filers are requested to register for these sessions in advance by calling 215-686-2225 Training will take place at Residence Inn across from City Hall1 E. Penn Sq., #1Webex sessions available via the Internet

42. Campaign Finance Training Week of January 28, 2008 for Cycle 7, 2007 Filers are requested to register for these sessions in advance by calling 215-686-2225 Training will take place at Residence Inn across from City Hall1 E. Penn Sq., #1Webex sessions available via the Internet

43. In case you have questions or problems please contact Campaign.Finance@Phila.gov Questions?