Use Case: UC07.08.01 / Generate CAN Mailing ListUse Case: UC07.08.01 / Generate 8(d)(2) Mailing ListUse Case: UC07.08.01 / Generate 8(d)(2) Mailing List
Use Case: UC07.08.01 / Generate CAN Mailing ListUse Case: UC07.08.01 / Generate 8(d)(2) Mailing ListUse Case: UC07.08.01 / Generate 8(d)(2) (CAN) 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.
S9.8 All VoteCal generated mail notices to voters (including the VoteCal EMS) must be bar-coded to facilitate the ready identification of the voter and expedited processing of a returned notice.
S16.1 VoteCal must provide the ability for SOS administrators to automatically generate a data extract of all required information for one or more counties across the State on a batch basis so that CANs may be printed by the State through a third-party mailing house.
S16.2 In accordance with EC §2225, subsections (b), (c) and (d), VoteCal must automatically generate the appropriate CAN notice for each voter depending on whether the voter has a forwarding address within the county, a forwarding address outside the county, or no forwarding address.
S16.4 VoteCal must automatically note in a voter’s activity history when a CAN has been generated for that voter.
Description: / The purpose of this use case is to allow a Uuser to runs a report that generates an 8(d)(2) Cchange of Aaddress Nnotification (CAN) mailing list.
Actors: / SOS User
Trigger: / User initiates this use case at the established interval to generate 8(d)(2) notices on behalf of 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 8(d)(2) mailings
§ All global preconditions apply.
Post conditions: / § A report is created as a tab delimited text file that will be used to create mailing labels.
§ Voter records are appended with a CAN ‘8(d)(2) Mailed’Created 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. Follow UC07.18.01 Generate Report or Correspondence steps 6 – 9.
4. System generates 8(d)(2) Change of Address Notification (CAN) Mailing List.
4.1. Each voter record that is marked with the “8(d)(2) Needed” flag is included in the extract. Each mailing record will include an indicator of the appropriate form for the 8(d)(2)
5. The report is generated as a tab delimited text file with each voter record requiring a 8(d)(2) CAN on a separate line. (This extract may be sent to a third-party mailing house that can print the notice of a 8(d)(2) on behalf of the SOS.) The extract should also include the capability to generate a bar code for ready identification of the voter. Each voter record that is marked with the “8(d)(2) CAN Needed” flag is included in the extract. Each mailing record will include an indicator of the appropriate form for the 8(d)(2)CAN
6. Follow UC07.18.01 Generate Report or Correspondence step 10.1.
6.1. Each voter’s record is appended with a Voter Activity record to indicate that the CAN was created for the voter. Each voter’s record is cleared of the “8(d)(2)CAN Needed” flag. A corresponding item is added to the EMS Message Queue.
Alternate Flows: / N/A
Exceptions: / N/A
Includes: / UC07.18.01 Generate Report or Correspondence
Business Rules: / § N/AThe counties have indicated a preference for the state to do the 8(d)(2) mailing on their behalf.
Frequency of Use: / TBD
Assumptions: / N/A
Notes and Issues: / Per SOS: Current business process as defined in NVRA: send notice to old address on 8(d)(2) card with forwarding address requested by USPS
When we have a forwarding address, does a copy of the CAN get sent to both the new and old address?
What is the desired approach to provide indication as to which of the three CAN formats should be used for a record?
Clarify in Discovery: In which instances does the county use a VNC in lieu of the CAN? Is this approach consistent for all counties?N/A
Revision History
Date / DocumentVersion / Document Revision
Description / Revision Author
12/29/2009 / 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
02/04/2010 / 1.2 / Incorporate Client Feedback / Chad Hoffman
02/05/2010 / 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 / Kimanh Nguyen / Kalyn Farris
03/23/2010 / 1.6 / QA and Release to Client for Review / Don Westfall
mm/dd/yyyy / 1.x / Update with client feedback / Only if needed
mm/dd/yyyy / 2.0 / Submit to Client for Review (Deliverable 2.3 Draft) / {Name}
mm/dd/yyyy / 2.1 / Incorporate Client Feedback / {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