The VAN. Tools and Data Entry. Objectives for the Day. Utilize the Create a List Tool Setup and use a Virtual Phone Bank Cut turf for a block walk Basic Data Entry Scheduling Events in the VAN Adding Event Participants. Please hold questions until designated times.
Tools and Data Entry
The VAN is a centralized database specifically designed for capturing data and using that data in the most effective way possible.
Effective campaigns are people focused and data driven. Maintaining an accurate database is key to successful campaigns.
Survey Questions help us target voters. Survey Questions are built into the script and drive the conversation forward
When cutting turf for a blockwalk, use the script and target designated for blockwalks
The VPB is a way for folks to access a list of up to 20,000 folks to call. We can use the VPB to identify supporters, invite people to events, or any other activity for which a script can be used.
Once you have a list, you can hit the calls button (shaped as a phone) to start setting up your VPB.
You can either give folks the VPB code to enter into the VPB Code spot or give the name of the VPB to those with VPB access and they can access the VPB from the main menu
The VPB provides a script and a voter for you. As you make your way through the script, be sure that you record the answers to your survey questions.
Once you have completed the call, check the answers for accuracy and hit the Save/Next button.
The VPB will end at the end of your list.
Accurate data is important for our campaigns.
It is very important to enter data the day the conversations happened.
Quick look up is the easiest way to find someone in the database.
This tool will provide folks that meet ALL criteria, so if you add a name and a phone number, only the person who meets both criteria will populate
You can use quick look up to tag someone quickly with an activist code. If you want to add or change information about a volunteer who attended an event, you will use Quick Look Up.
You can add survey questions under individuals as well by hitting the surveys tab and then ‘add new survey question’ and then input the appropriate data.
Enter as much or as little information as you have into the fields.
If you enter too little information, you will receive a very large return of folks. Click on Search
Generally I search by last name, first name and address.
From the list provided, select the appropriate voter by clicking on their name
Find the Survey Response header in the VAN profile
Be sure to include how the voter was contacted and by whom, the question that was asked and their response to that question.
Select which type of data you would like to enter. You will be applying the same data to multiple people.
Let’s add a ‘not home’ canvass result code
Specify how the voter was contacted, when they were contacted, by whom they were contacted, and what the result of the canvass was.
In our case, the voter was not home.
‘Smith, Mary’ will return ‘Smith, Maria’ etc.
Grid View enables you to enter in lots of data at once. It provides you with a table like interface in which you can easily enter data.
Grid View is used when you’re entering data from a list created in VAN
The list number is written at the bottom of your printed page, next to the page number
Choosing the right script ensures that the same survey questions asked are the same survey questions in the table.
Choosing the right reporting format will enable you to enter your data according to what was being collected.
Search for voters using their VAN ID, to the left of the name. Make sure to save often.
this floppy disc is the save icon. click on this icon to save the work you have been doing.
You can enter all contacts, and use the “mark remaining not home” button to mark the remaining folks on the page ‘not home’ since that is a common response.
Use Save/Next to move pages as you enter data, use Save if you are stopping in the middle of a page.
Be sure to save your data. In the top right corner, you will see a floppy disc. Make sure you click that icon in order to save the data you’ve entered.
If it didn’t SAVE, it didn’t happen.
The Calendar of events allows you to schedule folks for shifts for events.
It allows you to see what other events are happening in the county and who will be attending what events.
The Calendar exists in my campaign
Click on a day on the calendar.
Then click on the “add new event” icon in the top right corner.
Here you can specify what kind of event you are creating for the Committee, be it a door knocking event or a phone calling event.
Name your event, give it a short name, define the times, how many shifts will be going out, whether the event is repeating, where it will be, what kind of volunteers you need, and keep editing privileges open so anyone can add folks to any events that happen to be nearby the voter.
Click on the ‘add participants’ button to add folks to the event and to choose their roles.
Choose what role you need to schedule, who did the recruiting, when the recruiting happened, and how that recruiting happened.
Search for your volunteers as you would in Quick Lookup.
Click on the box for the shift option, then press Save/Next
When you get to your event, click on it.
You will see an icon of three blue people. Click on that, and you will get to your Participant list.
This is where you will go if you need to change a person’s attendance “status”.
Here you will find all of your participants. From the drop down menu, you can determine whether the shift was completed by the volunteer, whether they called and cancelled, or whether they just didn’t get to the event. Be sure to save and close when you are finished.