4 - Lotus Notes(System Summaries) redacted.pdf

System Purpose/Description Users Integrations Documents and Voting System (DVS)

Summary:

OCS receive documents and they distribute them to selected groups w/I agency.

Enables commissioners to submit votes electronically on Tally Vote matters Support – streamline system, error handling (foolproof); e.g.

Distribution of records goes from application svr to mail svr but mail svr was down and it returned a 100 error emails/recipient;

CONTRACTOR now has system verify svr is functioning prior to distribution; reset status or open records prematurely closed when votes are closed they are sent over to the “Law Manager” application

Stores PDF records and enables distribution and dynamic access control on records.

Each individual distribution contains links to one or more records. Typical distribution sends links to >100 recipients

Three record types, Informational, Meeting and Tally Vote.

Tally Vote is unique in that each has a related ballot for each commissioner active at time of distribution.

Commissioner, their designated voters or secretaries have AUTHOR access to enter votes. When deadline passes, AUTHOR access is only with OCS. Votes are then submitted via email and entered by

OCS.

Office of the Commission Secretary

(OCS)

Commissioners (at most six appointed and active at FEC at any time)

Designated Voters (Each Commissioner has 1 to 3 designated voters who have access to enter votes on ballots on their behalf)

Anybody can be entered into a Distribution List (READER access to any of those documents)

Certifications DB contains Commissioner Designated Voters list for each Commissioner

Finalized documents are sent into DVS by OCS (it’s a mail-in DB).

About 80% of arrivals into DVS go through DVS Staging. These documents contain links to original email submission in DVS Staging.

OCs selects shared directories inside ECM (Enterprise Content Management system) which are stored as a url link inside the Supporting Documents Folder field.

DVS Staging

Summary:

Pre DVS – formerly email or paper submissions were sent to OCS for input into DVS system; files sent to DVS Staging and Staging OCS can now accept or reject each submission; if rejected records goes back to original

CONTRACTOR –

automated this process

– formerly only email but now the records can be processed w/I application which also tracks back/forth transactions OCS will combine submissions into single pdf and will upload the pdf into DVS

Receives initial submissions for OCS (Office of the Commission Secretary) to finalize into final document for distribution. Once final document (PDF) is prepared, generates Outlook email with SendTo set to DVS with unique key linking original submission with final distribution in DVS. OCS attaches final PDF and sends to

DVS.

Multiple users send into DVS staging but OCS are the only users.

Mail-enabled.

Contains link within each email submission to final DVS record.

Certifications Webbased Noted DB that uses an IE interface

Summary After issues voted on in DVS, Lead has to certify the votes that the commissioners voted in this manner;

Certification doc is generated from w/I app into a Word document – enter actual votes and other demographic data.

3 stages

1. Draft Status

(created by OCS) submitted to

2. Pending – Sec of Commission certifies the certification (final approval of release vote record (can reject or release)

3. Release – Upon release (20 different categories of votes – 8 of the categories are sent on to Law Manager/system reviews word document and extracts relevant data that is then inserted into LM);

4. One category – ‘Admin Fines’ they are pushed to an FTP site

The Law Manager is a public facing site that

Recording Secretary of the Commission certifies matter votes as final.

Recording Secretary is a subset of OCS, one person and her back-up.

OCS drafts Certification where Notes record is profile and Certification itself is MS Word.

Certification is attached to Notes record. Integration is automated via Javascript controls (web APP, built for IE)

Certification states are Draft, Pending, Released. All OCS drafts and submits to Pending. Recording Secretary releases.

Upon release, subset of Certifications categories have the matter votes inserted into Law Manager (Oracle)

OCS – Draft

Recording Secretary – Pending

Many users – READ access to Released Certifications.

Stores Certifications and Designated Voters.

When these change, code goes to DVS and changes AUTHOR and READER access on records to reflect current Designated Voters.

Subset of Released Certifications, based on Category, are inserted into Law Manager (Oracle). Rarely, if ever, is a Released certification reverted to Draft. If so, votes are removed from Law Manager.

Admin Fines is a special category. Votes are automatically imported into Certifications via upload to shared drive.

Compliance sends email to Certifications DB with file name as subject. From here, Certifications code imports data fields from fixed length file on shared drive.

Likewise, Released Admin Fines votes are periodically exported in fixed length format via user triggered Java agent. The resultant file is uploaded to FTP site. An external Oracle procedure (outside the scope of Certifications) imports the exported can be searched; LM is an oracle based COTS that needed customization; all integrated systems needed to be reworked to communicate w/ LM

Support – e.g. When commissioner leaves need to reset access to just the OCS authors on record votes into Oracle for publishing.

System Purpose/Description Users Integrations Enforcement Priority System (EPS) Notes base

Inputs all case metadata from LM on the fly Stores the analytical criteria and factors, executes the related forms finalize the analysis which is then uploaded to LM Pulls in data from LM all the case data

This system is tightly integrated with Law Manager (Oracle). It’s a web app. EPS serves as an interface to apply consistent analysis to cases stored in Law Manager. There are a number of factors with used to analyze. For example, a user can select from a multitude of factors. The final analysis is completed via Javascript.

Enforcement Team Java servlet in Apache Tomcat serves as bridge between case data (title, respondents, etc) sorted in Law Manager and granular case analysis stored in EPS.

This data is merged into the EPS interface via Javascript. Once approved, the final case analysis (summing all analytical factors for a matter) is inserted into Law Manager via Java agent. It is possible to reanalyze and this performs an Update in Law Manager (as opposed to Insert).