1. Introduction

Welcome to Campaign Craftware™!

The sections in this chapter will give you some background on Campaign Craftwareä , its reason for being, its relationship to campaign disclosure laws and what it will do for you. This chapter will discuss learning to use the program and the program’s hardware and operating system requirements. The last sections of the chapter present the basic procedures for navigating in Campaign Craftware and discuss the organization of the remainder of this user manual.

Note: Refer to the addendum specific to your election jurisdiction for additional information, caveats and tips on using Campaign Craftware. Some functions of Craftware differ slightly depending on election type and jurisdiction.

1. Why the Program

The principal purpose of Campaign Craftware is to make the accumulation and management of campaign financial disclosure information as easy and painless as possible, maximizing the likelihood of full compliance. By so doing, Campaign Craftware enhances the campaign's ability to meet all campaign disclosure deadlines.

An ancillary purpose is to facilitate the most effective political campaign by making readily available to campaign management the most up-to-date and accurate financial information. In the long run, the user may determine that Campaign Craftware's capabilities in this area are as valuable to the campaign as its original purpose, disclosure reporting.

2. Campaign Disclosure Laws & Campaign Craftware™

Campaign disclosure laws are an important part of our democratic election process. Compliance, however, requires careful attention to avoid expensive and embarrassing violations.

Unlike financial practices in business, election authorities’s rules and prescribed forms are designed to elicit full disclosure. You must identify sources of campaign financing and the ultimate recipients of all funds.

Timely and accurate recordkeeping is required in order to comply with your election authority’s tight filing schedule. There is usually only a short time between the end of the reporting periods and the filing deadlines. Campaign Craftware facilitates your filing duties by making the of recording financial transactions easier, and letting the computer produce the campaign disclosure reports for you.

3. What Campaign Craftwareä Will Do For the User

Some of the things Campaign Craftware does for you:

• Takes into account all of the detailed campaign disclosure rules and allows the campaign treasurer to concentrate on getting the job done.
• Produces computer generated campaign disclosure reports in a form approved by your election authority – no report typing required.
• Inhibits acceptance of contributions that would cause a contributor to exceed the campaign limits, or contributions from prohibited sources.
• Tracks and reports contributions by event and fundraiser.
• Maintains complex expenditures accounting – credit cards, accrued expenses, travel expenses and petty cash – according to procedures and requirements mandated by the election authority.
• Tracks all checking account transactions, includes optional check writing capability, generates deposit slips, maintains passbook savings accounts and investment CDs.
• Handles loans, including forgiveness of loans made and received.
• Takes into account the special requirements of selected local agencies (refer to the addendum specific to your election jurisdiction for a list of supported programs in your area), for example:
• Los Angeles Ethics Commission (California)
• Oakland Ethics Commission (California)
• Provides a wide range of administrative reports to assist the campaign in its election efforts.
• Facilitates preparation of direct mailings by generating secondary mailmerge files.

Campaign Craftware is an excellent compliance tool – potentially providing significant savings in avoiding both fines and political embarrassment. It will help you keep track of contributions, expenditures, loans and other financial transactions and will produce accurate and timely campaign disclosure reports in a form approved by government campaign disclosure regulatory officials.

1. Learning Campaign Craftwareä

The best way to learn how to use a computer program is to use it. This may seem like an oversimplification, but it is true.

Using Campaign Craftware is not a substitute for knowing the rules. It is the responsibility of the user to do whatever is necessary to obtain and maintain knowledge and understanding of election authority rules, through study of regulations, attendance at seminars, etc.

Chapter 2, "Getting Started", provides a sound beginning by outlining all of the steps required to correctly set up a new recipient committee account.

2. What You Need to Run Campaign Craftware™

Campaign Craftware runs on most IBM compatible personal computers in use today. This section defines its hardware and software requirements.

1. Hardware

CPU

Hardware requirements vary by the number of contributors and total contributions to your campaign. Below, we present minimum and recommended requirements for small, medium and large campaigns. It is possible to operate Campaign Craftware with less than the minimum, but processing would be so slow as to discourage use of the system.

Small Campaign – Under 200 contributors and $50,000 in contributions:

 

Component	Minimum	Recommended
Processor (CPU)	286	386SX-25 or better
Available Hard Disk	5MB	6MB

 

Medium Campaign – 200 to 750 contributors and $50,000 to $250,000 in contributions:

 

Component	Minimum	Recommended
Processor (CPU)	386SX or Better	486DX-25 or better
Available Hard Disk	6MB	8MB

 

Large Campaign – More than 750 contributors and $250,000 in contributions:

 

Component	Minimum	Recommended
Processor (CPU)	486DX-25	486DX-50 or better
Available Hard Disk	8MB	10MB

 

Memory

Campaign Craftware can perform most of its operations with 500K of "base memory". This is the memory listed as "Largest Executable Program Size" by the MEM command in DOS versions 5.0 and above. Archive/Restore and the printing of disclosure statements are the operations that use the most memory – a minimum of 570KB in most cases. (It is possible to perform these operations with less memory. Call Technical Support and we will assist you with the necessary steps.)

Campaign Craftware can use Expanded or Extended memory (memory above 1MB) to speed up virtually all functions.

Note: Use the DOS (version 5.0 and above) MEM command to check your memory configuration.

Printer

Campaign Craftware produces its disclosure reports in the PostScriptâ printer language. This allows Campaign Craftware to produce the highest quality reports of any disclosure software.

If your printer does not have PostScript capabilities, Campaign Craftware will use GoScriptâ PostScript language interpreter software to convert the PostScript print file for your printer. A PostScript printer or printer with a PostScript cartridge is recommended for fastest printing.

Laser printers without PostScript capabilities must have at least 1MB of internal memory to print at high resolution using the GoScript printing utility. Exception: the Hewlett Packard LaserJet III must have 1.5 MB. Or, you may print the disclosure statements at medium resolution, which requires less memory yet is still very readable. Call Technical Support and we will assist you in the necessary configuration.

Floppy Disk Drives

Statecraft distributes Campaign Craftware on 1.44 MB 3.5" floppy disks because we have found this format to be the most sturdy and reliable. To obtain diskettes in other formats use the order form provided, or contact Statecraft, Inc.

Video Monitor

Campaign Craftware can be operated using a monochrome monitor, but a VGA color monitor is recommended. Many of the screens in Campaign Craftware use color for emphasis and clarity.

Note: The print preview function for the disclosure statements requires a VGA monitor.

Mouse

All of the program functions are accessible from the keyboard, but some commands are easier to perform and more intuitive with a mouse. You cannot select an item from a pick list with the mouse.

Modem

A modem is not necessary for the normal operation of Campaign Craftware. However, users have found them very useful for communicating with our Technical Support. A modem would be useful to transmit data files with anomalies, and to receive timely program updates. We currently operate at 14.4k, although slower modems are also supported.

2. Operating System

PC-DOS or MS-DOS version 3.1 or later is required.

Campaign Craftware can be operated under Microsoft Windowsâ , but performance suffers and there is often not enough memory available to perform all the functions (see Memory Requirements above).

3. Navigation – How to Get Around in Campaign Craftwareä

Getting around in Campaign Craftware is very intuitive. The menus provide a convenient way to select which function to activate. Pick lists make it easy to select contributor and vendor names. Data entry and edit screens are laid out to facilitate navigation.

The following is a sample of a Campaign Craftware menu:

There are three ways to select a function from a menu in Campaign Craftware:

• Press the first letter in the function name. For example, in the main menu, press the letter "L" to select the Loans module.
• Use the up and down arrow keys to highlight the module, then press Enter.
• Click on it with the mouse.

A typical Campaign Craftware pick list is presented below:

A pick list is an alphabetical list, similar to a menu, from which you may select a contributor, vendor or payee name to operate upon (add or edit a name, address, contribution, expense, etc.).

Use the PageUp and PageDown keys and/or the up and down arrow keys to highlight the name you wish. Or type the first few letters of the desired name.

For example, to add a contribution for existing contributor Terry Bluegill, you could use the arrow keys and/or the PageUp and PageDown keys to scroll into the B's and highlight his name. Or you could type B to highlight the first name starting with "B", then type L to highlight the first one starting with "BL", then type U, and so on. Every letter you type brings the cursor closer to the desired name.

If after you have pressed one or more letter keys, Campaign Craftware finds no name beginning with those letters, it will notify you and ask if you wish to enter a new name.

The screens for adding and editing (changing) Campaign Craftware data provide clearly identified fields into which you place your information. To go from one field to the next, press the TAB key or the ENTER key. To go to a previous field, that is, to go from field to field in the reverse direction, hold the SHIFT key while pressing the TAB key (SHIFT-TAB). Or use the mouse to quickly navigate around a data entry screen.

Press the Escape key (marked "ESC" on most keyboards) to move from the current level to a previous, or higher, menu level. For example, if you are in the contributions module at the contributor name pick list and wish to get back to the main menu, press ESC.

ESC will also "abort" a transaction in progress. Press ESC to abandon the entry, for example, when entering a contribution.

The F1 key is Campaign Craftware's Help key and is active at all times. If you are unsure of what to do, press the F1 key for help.

Press the F1 key to see a help message about the current menu, screen or data entry field. The Help function displays a list of help topics. Select one or more topics to view. Use the menu on the left side of the screen to review the topic list, jump to the next or previous topic, or display cross references.

The following is a typical help screen:

To access the list of topics, click on Topics with the mouse, or press T:

Highlight the topic you wish to view, using the up and down arrow keys, the PageUp and PageDown keys, or scroll with the mouse. When the topic you wish to view is highlighted, press ENTER.

You will also notice in the help screen above, a See Also item. Press "S" or click on that item to get a list of cross references to the current topic:

Click on the cross reference you wish to view or select it with the arrow keys.

After you have obtained the help you need, press ESC to return to what you were doing when you requested help.

Pressing CTRL-W (press the W key while pressing and holding the CTRL key) causes Campaign Craftware to perform an operation, such as saving the data and exiting a screen. An onscreen message will alert you to situations when the CTRL-W function is applicable.

Don’t forget to make use of the F1 help key. See the previous section for details of Campaign Craftware’s online help function.

The F3 function key allows you to attribute contributions collected by a conduit, lobbyist or fundraiser. An onscreen message will alert you to situations when the F3 function is available.

The F4 function key allows you to enter free form notes attached to an entry. For example, you may use the notes function to add additional information not included in the formal data entry screen to a contributor’s record, a loan transaction, etc. An onscreen message will alert you to situations when the F4 Notes function is available.

The F5 function key allows you to set a single source for contributors. For example, use this function to link Mr. Ali Baba, Mrs. Sarah Baba and Baba Lumber as a single source, controlled by Mr. Baba. An onscreen message will alert you to situations when the F5 set single source function is available.

The F6 function key allows you to enter details of travel, meal and accommodation expenses. This function provides compliance with election authority rules on travel reporting. An onscreen message will alert you to data entry situations when the F6 travel function is available.

The F7 function key allows you split a check and attribute the contribution to more than one contributor. For example, you may split a $50 contribution check from Mr. and Mrs. Ali Baba and attribute separate amounts to each of them. An onscreen message will alert you to data entry situations when the F7 split check function is available.

Use the F9 function key to delete contributors, payees, transactions, etc. A message onscreen will alert you to situations when the F9 key is applicable.

Use the F10 function key to add contributors, payees, transactions, etc. A message onscreen will alert you to situations when the F10 key is applicable. Press F10 and the appropriate blank data entry screen will be presented.

A mouse is useful for moving the cursor quickly within a data entry screen. Position the mouse "I-bar" icon at the point where you wish to enter or edit data and click the left mouse button.

Position and click the mouse to select a menu item.

1. User Manual Organization

The remaining chapters of this user manual are organized into three major parts:

• An overview chapter on how to get started using Campaign Craftware (Chapter 2: Getting Started).
• Ten chapters (3 through 12) covering the functions accessible from the main menu. These chapters are the program's reference manual. Refer to them when you have problems with or questions about Campaign Craftware’s operation.
• An index and appendices, consisting of a glossary of terms, frequently asked questions, error messages, audit questionnaire, frequently called phone numbers, an addendum specific to your election jurisdiction with additional information, caveats and tips on using Campaign Craftware.

1. Getting Started

Chapter 2 takes the user through the necessary steps to install Campaign Craftware and set up a new committee.

2. The Main Menu

Chapters 3 through 12 each outline the modules of one of the main menu. Each chapter’s sections are organized in the order of the module's sub-menus.

Following is an overview discussion of each module on the main menu.



Campaign Craftware Main Menu

1. Contributions

Use the Contributions module to enter new contributions, edit existing contributions, add or edit contributor information (name, address, etc.) and enter unitemized contributions.

Select this module to add or edit contributions received, whether monetary or non-monetary, and to record enforceable promises. Enter all contributions, except a forgiveness of a debt or of a loan received, through this module. Enter the forgiveness of a debt in the Expenditures sub-menu (see Section 1.7.2.2 below). Enter the forgiveness of a loan received in the Loans sub-menu (see Section 1.7.2.4 below).

2. Expenditures

Record the following under the Expenditures module:

• accrued expenses
• credit card payments
• direct payments
• forgiveness of a debt by a creditor
• contributions made to other campaigns from committee funds or candidate's personal funds
• petty cash accounting
• contribution returns
• payments made to sub-vendors by agents and contractors
• additions and edits to vendor information.

Campaign Craftware automatically reports all these expenditures on the correct schedules.

1. Passbook/CD

The Passbook/CD module handles any passbook accounts and Certificates of Deposit held by the committee.

2. Loans

The Loans module maintains information on loans made to and by the committee. Use this module to add a new loan, record loan payments, enter information about a loan guarantor, or forgive a loan.

Record the following loan transactions through this module: loans made and received; loan guarantors; payments of interest and principal; loans made to others; and loan repayments made by others.

3. Other Income

Use the Other Income module to record miscellaneous income to the committee, including income other than from contributions, such as proceeds from sales of campaign assets and deposit refunds. However, use the Bank Operations module to enter income from interest on the campaign demand account, and the Passbook/CD module to manage passbook and CD interest.

4. Disclosure Statements

Use this module to print campaign disclosure reports. You may specify number of copies of each report to print.

5. Bank Operations

The Bank Operations module maintains all information about the committee's bank accounts, including reporting, check writing (optional), account reconciliation and preparation of deposit tickets. It allows handling of returned checks (returned for insufficient funds, for example), marking of cleared checks and voiding checks. Use this module’s sub-menu to display a summary of funds available. Account activity summary, check register, deposit record and reconciliation statement reports are available.

6. Mailmerge

Use this module to produce a mailmerge secondary file. Use this file as input to a word processing or label making program to produce form letters, mailing labels, name badges, etc.

7. Administrative Reports

A wide variety of administrative reports, as contrasted with campaign disclosure reports, are available via this module. These include contributor cards and lists of contributors by maximum contribution, occupation, employer, event and type (PAC, corporate, individual, etc.). Other reports include: record of receipts; vendor cards; and lists of intermediaries, lobbyists and fundraisers. Financial reports available include: disbursement records; accrued expenses; and cash flow statement.

8. System Maintenance

The System Maintenance module performs a number of miscellaneous tasks, including:

• archiving databases (backing up to a floppy disk)
• regenerating index files
• packing databases (removing records marked for deletion)
• verifying database integrity
• identifying records as both contributors and vendors
• deleting records
• editing candidate and committee information
• setting system configuration parameters.

1. The Role of the Treasurer

Every recipient committee must have a treasurer, whether a volunteer or paid individual. A candidate may serve as his/her own treasurer. A committee may not accept contributions or make expenditures before a treasurer is appointed or while the treasurer's post is vacant. A committee treasurer signs and verifies a campaign statement and is legally responsible for the accuracy and completeness of the document. Legal responsibility means that the treasurer, unlike the campaign consultants, campaign managers, fundraisers or volunteers, has civil and criminal liability for disclosure violations. The treasurer also has the responsibility of being the "compliance officer".

Refer to the addendum specific to your election jurisdiction for specific duties. In general, committee treasurers must:

• Establish a sufficient recordkeeping system ensuring that all receipts and expenditures are recorded promptly, in compliance with the election authority's recordkeeping and disclosure requirements.
• Maintain campaign records personally or monitor records kept by others.
• Take necessary steps to meet all of the election authority's requirements regarding receipts, expenditures, and reporting of campaign funds.
• Prepare campaign statements personally or carefully review campaign statements and records prepared by others.
• Correct any inaccuracies or omissions, and inquire about any information that would cause a reasonable person to question the accuracy of the campaign statements.

See Chapter 13: Compliance Measures and Recordkeeping for recommendations relating to source documents and administrative procedures.