Use Case: UC07.07.01 / Generate ARCP Mailing List
Use Case: UC07.07.01 / Generate ARCP Mailing List
Attribute / Details /System Requirements: / S2.35 VoteCal must capture and store a record of all list maintenance notices (e.g., RCP, ARCP, 8(d)(2) notice, CAN, etc.) sent to a voter.
S15.2 VoteCal must provide the ability to automatically generate a data extract of all required information in any or all counties on a batch basis so that RCPs and ARCPs can be printed by the State through a third-party mailing house.
S15.4 VoteCal must automatically note in a voter's activity history when an RCP or ARCP has been generated for that voter.
S15.5 Pursuant to EC §2224, VoteCal must provide the ability for SOS administrators to generate alternate residency confirmation postcards (ARCPs) to all active registered voters that have not voted in an election within the past four years and that have not updated their residence address, name or partisan affiliation within that time.
Description: / User runs a report that generates an ARCP mailing list.
Actors: / SOS User
Trigger: / User initiates this use case at established times to generate an ARCP mailing list for participating counties in accordance with organizational policy and process.
System: / VoteCal Application
Preconditions: / § One or more counties are configured in VoteCal for the SOS to generate ARCP mailings.
§ All global preconditions apply.
Post conditions: / § A report is created in PDF formatas a data extract that is ready to be downloaded, printed and mailed.
§ Voter records are appended with a ‘ARCP Mailed’ voter activity record
§ All global post conditions apply.
Normal Flow: / 1. Follow UC07.18.01 Generate Report or Correspondence through Step 4
2. System prompts the user to select the counties for which to create the mailing list. Only counties that are configured to allow the SOS to create this mailing list on their behalf are available for the user to choose from.
3. User selects one or more counties and continues.
4. Follow UC07.18.01 Generate Report or Correspondence steps 6 – 9.
5. System generates Alternate Residency Confirmation Postcard (ARCP) Mailing List.
5.1. Data includes the local voter ID in a format that can be used to generate a bar code on the mailing for ready identification of the voter.
5.2. Data includes county identifier and/or county return address information.
6. The report is generated as a tab delimited text file with each voter record requiring an ARCP on a separate line. (This extract may be sent to a third-party mailing house that can print the ARCP on behalf of the SOS.) An ARCP is created for each voter that:
§ Who does not have a voter activity record indicating that a vote was cast in an election that is less than 4 years prior to the date on which the report is being requested and
§ Whose who’s Last Modified Date does not fall within the same time frame. 4 years prior to the date on which the report is being requested
§ Is not in an Inactive status
§ Who does not have a registration date less than four years old from the date on which the report is being requested
7. The report is generated as a tab delimited text file with each voter record requiring an ARCP on a separate line. (This extract may be sent to a third-party mailing house that can print the ARCP on behalf of the SOS.)
8. Follow UC07.18.01 Generate Report or Correspondence step 10.1.
9. Each voter’s record is appended with a Voter Activity record to indicate that a notice of ARCP creation for the voter should be sent to the EMS.The status of the voter record should bise updated to Inactive and the change in status is sent to the EMS..
10. This voter activity record should be sent to the EMS.
Alternate Flows: / N/A
Exceptions: / N/A
Includes: / UC07.18.01 Generate Report or Correspondence
Business Rules: / An ARCP is created for each voter that does not have a voter activity record indicating that a vote was cast in an election that is less than 4 years prior to the date on which the report is being request and who’s Last Modified Date does not fall within the same time frame.
§ Each voter’s record is appended with a Voter Activity record to indicate that the ARCP was created for the voter. When the mailings are bar-coded, they should be coded with the local ID, not the state UID.
Frequency of Use: / TBD
Assumptions: / § The date used to select the voters which must have the ARCP created is relative to the date the report is being requested (as opposed to the date of the next election).
Notes and Issues: / N/A
Revision History
Date / DocumentVersion / Document Revision
Description / Revision Author /
12/22/2009 / 0.1 / Initial Draft / Chad Hoffman
01/11/2010 / 0.2 / Document Revisions / Chad Hoffman
01/12/2010 / 1.0 / Release to Client / Chad Hoffman
01/26/2010 / 1.1 / Document Revisions / Chad Hoffman
02/03/2010 / 1.2 / Incorporate Client Feedback / Chad Hoffman
02/04/2010 / 1.3 / Submit to client for review / Maureen Lyon
02/11/2010 / 1.4 / Incorporate Client Feedback / Kurt Schwartz
03/18/2010 / 1.5 / Incorporate Client Feedback from Discovery Sessions / Kimanh Nguyen
03/22/2010 / 1.6 / QA and Release to Client for Review / Don Westfall
mm/dd/yyyymm/dd/yyyy / 1.x2.0 / Update with client feedbackSubmit to Client for Review / Only if needed{Name}
mm/dd/yyyymm/dd/yyyy / 2.02.1 / Submit to Client for Review (Deliverable 2.3 Draft)Incorporate Client Feedback / {Name}{Name}
mm/dd/yyyymm/dd/yyyy / 2.13.0 / Incorporate Client FeedbackSubmit to Client for Approval / {Name}{Name}
mm/dd/yyyy / 2.2 / Submit to Client for Approval (Deliverable 2.3 Final) / {Name}
02/1103/2418/2010
Version: 1.654 / Page 2