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

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

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

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

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

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

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

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

9. Filer Profile Filer > Filer Profile Smart Client

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

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

14. Unitemized Items Smart Client 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. Entering detailed Contributions, Receipts, Expenditures, and Loans Data Entry Tabs Smart Client Tab Tips… Screens overlay each other to reuse screen space – like tabs on the Excel sheet at the bottom of the worksheet 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 Title of the tab page is at the top of the page Be careful – the tabs look similar, but capture different information 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 tab allows Filers to: Add, Change, and Delete contributions Search and copy from previously-entered Contributors when entering contributions View and address warnings and errors

17. Monetary Contributions Smart Client

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

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

20. ReceiptsReceipts Smart Client Receipts tab allows Filers to: Add, Change, and Delete receipts Search and copy from previously- entered Payors when entering receipts View and address warnings and errors

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

22. Unpaid Debts Smart Client 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. Campaign Finance Reports Reports > Campaign Finance Report Smart Client Select Report > Campaign Finance Report to: Select Report > Campaign Finance Report to: View and Print the Campaign Finance Report prior to submission View and Print the Campaign Finance Report prior to submission Save this printed document as a backup of the filing Save this printed document as a backup of the filing Print by clicking on Print Icon 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” 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. Campaign Finance Statements Reports > Campaign Finance Statement Smart Client Select Report > Campaign Finance Statement to: Select Report > Campaign Finance Statement to: View and Print the Campaign Finance Statement and prior to submission View and Print the Campaign Finance Statement and prior to submission Save this printed document as a backup of the filing Save this printed document as a backup of the filing Print by clicking on Print Icon 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” 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. Independent Expenditure Report The Independent Expenditure Report option allows Individual and Nonpolitical Organization Filers to: The Independent Expenditure Report option allows Individual and Nonpolitical Organization Filers to: View and Print the Independent Expenditure Report prior to submission View and Print the Independent Expenditure Report prior to submission Save this printed document as a backup of the filing Save this printed document as a backup of the filing Print by clicking on Print Icon 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” 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 Reports > Independent Expenditure Report Smart Client

26. 24 Hour Reports The 24 Hour Report option allows Filers to: The 24 Hour Report option allows Filers to: Select a date for which to report late contributions or expenditures 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 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 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 View, Save and Print the 24 Hour Report prior to submission Print by clicking on Print Icon 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” 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 Reports > 24 Hour Report Smart Client

27. Affidavit Form The Affidavit Form option allows Filers to: The Affidavit Form option allows Filers to: View, Save and Print the Affidavit Form for completion by hand View, Save and Print the Affidavit Form for completion by hand Print by clicking on Print Icon 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” 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 Reports > Affidavit Form Smart Client

28. Transaction Report The Transaction Report option allows Filers to: The Transaction Report option allows Filers to: Select desired Transaction type (can select multiple) Select desired Transaction type (can select multiple) Select date range for report Select date range for report Narrow down by Entity name if desired 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” 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. Reports > Transaction Report Smart Client

29. Online File Submission Easy as one click with the Smart Client 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 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 Smart Client

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

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

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

33. 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 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 Tab Key – [Tab] takes you to the next field verses clicking with the mouse Searching Contributors – the Search results are displayed as you type! 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 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]) 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 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 Smart Client

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

36. Web or CD Submission Web Submission: Zip and upload text files directly Web Submission: Zip and upload text files directly Select all text files by Lassoing or using [Ctrl]-[Left-Click] to choose the target files 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 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 https://wwwl.phila-records.com/campaign- finance/web/login.jsphttps://wwwl.phila-records.com/campaign- finance/web/login.jsphttps://wwwl.phila-records.com/campaign- finance/web/login.jsp Go to Upload Files > Browse and Select your zip file > ZipSubmit 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: CD submission: copy text files to CD and deliver to Dept. of Records, including on the CD: Filer Name Filer Name Cycle Cycle Contact Name Contact Name Phone Number Phone Number Alternate Phone Number Alternate Phone Number

37. Direct Data Entry Go to Campaign Finance Website, https://www.phila-records.com/campaign- finance/web/login.jsp Go to Campaign Finance Website, https://www.phila-records.com/campaign- finance/web/login.jsp https://www.phila-records.com/campaign- finance/web/login.jsp 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 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 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 After importing, click on “File Report” on Cycle Summary tab Importing Tips 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. Stuff you may never need to worry about… When would you care about the following directory? When would you care about the following directory? C:\Documents and Settings\All Users\ Documents\CFSC C:\Documents and Settings\All Users\ Documents\CFSC When you switch computers When you switch computers When you want to transfer the data to another computer When you want to transfer the data to another computer If you want to back up the data If you want to back up the data Your data is saved in the file called “cmpgnfinance.fdb” Your data is saved in the file called “cmpgnfinance.fdb” Smart Client

41. Campaign Finance Training Filers are requested to register for these sessions in advance by calling 215-686-2225 Mon., Jan. 21 Tues., Jan. 22 Wed., Jan. 23 Thurs., Jan. 24 Fri., Jan. 25 9 am Residence Inn 10 am Residence Inn 11 am Residence Inn 1 pm Residence Inn 2 pm Residence Inn WebexWebex 3 pm Residence Inn 4 pm Residence Inn 5 pm Residence Inn 6 pm Residence Inn Webex 7 pm Residence Inn Week of January 21, 2008 for Cycle 7, 2007 Training will take place at Residence Inn across from City Hall 1 E. Penn Sq., #1 Webex sessions available via the Internet

42. Campaign Finance Training Filers are requested to register for these sessions in advance by calling 215-686-2225 Mon., Jan. 28 Tues., Jan. 29 Wed., Jan. 30 9 am Residence Inn 10 am Residence Inn 11 am Residence Inn 1 pm Residence Inn 2 pm Residence Inn Webex 3 pm Residence Inn 4 pm Residence Inn 5 pm Residence Inn 6 pm Residence Inn 7 pm Residence Inn Week of January 28, 2008 for Cycle 7, 2007 Training will take place at Residence Inn across from City Hall 1 E. Penn Sq., #1 Webex sessions available via the Internet

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