Preliminary Documentation for the EIS System

This documentation provides an overview of the Electronic Filing System (EIS) workflow for county administrators, agency administrators, and filers during the current filing year. It covers configuring filing deadlines, sending notifications, and submitting Statements of Economic Interests.

Table of Contents

  1. Introduction
  2. Configuring Filing Deadlines
  3. Sending Notifications to Agency Administrators
  4. Managing Email Templates
  5. Agency Administrator Workflow
  6. Sending Notifications to Filers
  7. Filer Workflow
  8. Handling Paper Filings
  9. Additional Notes

Introduction

The EIS system streamlines the process of submitting and managing Statements of Economic Interests for county agencies and their filers. The workflow involves:

  • County Administrators: Configure deadlines, manage agencies, and send notifications.
  • Agency Administrators: Confirm filer lists and submit their own statements.
  • Filers: Complete and submit their Statements of Economic Interests.

Configuring Filing Deadlines

  1. Access the Configuration Screen:

    • Navigate to the Configuration section of the EIS system.
    • Select the Filing Year Deadlines tab.

  2. Set Deadlines:

    • Default Deadlines:
      • Units of Government Deadline: March 1st.
      • Filers Deadline: May 1st.
    • Custom Deadlines:
      • Adjust the deadlines as needed for your county. For example, for testing purposes, you might set them to December dates.

  3. Save Changes:

    • After setting the desired deadlines, save your changes.
    • The system will update to reflect the new deadlines, and filers will no longer be marked as overdue if the new dates are in the future.

Sending Notifications to Agency Administrators

  1. Prepare the Notification:

    • Go to the Notifications section.
    • Choose to notify agency administrators about the upcoming filing period.

  2. Verify Agency Administrators:

    • Ensure each agency has an assigned administrator.
    • If an agency lacks an administrator:
      • Click the agency's link from the notification page.
      • Assign an administrator to the agency.

  3. Customize the Notification Template:

    • The notification uses a template that includes:
      • Information about the filing period.
      • The deadlines specified in the configuration.
    • Templates are customizable with HTML and CSS.

  4. Preview and Send:

    • Preview the notification to see how it will appear to recipients.
    • Select the agencies to notify.
    • Send the notification.

Managing Email Templates

  1. Access Templates:

    • Navigate to the Templates section in the system.

  2. Default Templates:

    • Default templates are provided for various notifications.
    • These templates include placeholder fields and explanations of each placeholder's function.

  3. Customizing Templates:

    • Clone a default template to create a custom version.
    • Modify the HTML and CSS as needed.
    • Update the wording to suit different communication needs, such as reminders.

  4. Setting Default Templates:

    • After customizing, set your template as the default for its notification type.
    • The system will automatically use this template when sending notifications.

Agency Administrator Workflow

  1. Receiving the Notification:

    • Agency administrators receive an email prompting them to log in to the EIS system.
    • The email content varies based on their previous login status:
      • First-Time Users: Provided with a confirmation link to verify their email and set a password.
      • Returning Users: Given a direct login link.

  2. Logging In:

    • First-time users confirm their email and create a password.
    • All users log in using their credentials.

  3. Confirming Filer Lists:

    • Upon login, administrators are prompted to review and confirm their agency's list of filers.
    • Adding Missing Filers:
      • If a filer is not listed, administrators can add them directly from this page.

  4. Completion Confirmation:

    • After confirming the filer list, a confirmation message is displayed.
    • The system updates to show that the agency administrator has completed this step.

Sending Notifications to Filers

  1. Prepare Filer Notifications:

    • As filing deadlines approach (e.g., February or early March), it's time to notify filers.

  2. Select Filers:

    • Navigate to the Notifications section.
    • Filers are listed along with their associated agencies and current filing status.

  3. Customize Filer Templates:

    • Filer notification templates function similarly to agency templates.
    • Review and customize templates if necessary, noting any different placeholders.

  4. Preview and Send:

    • Preview the notification to ensure accuracy.
    • Select the filers to notify.
    • Send the notifications.

Filer Workflow

  1. Receiving the Notification:

    • Filers receive an email prompting them to submit their Statement of Economic Interests.
    • The email includes:
      • A login link for returning users.
      • An email confirmation link for first-time users to verify their email and set a password.

  2. Logging In:

    • First-time users confirm their email and create a password.
    • All filers log in using their credentials.

  3. Completing the Statement:

    • Filers navigate to the statement form.
    • Provide answers to all required questions.
    • Review and confirm their responses.

  4. Submission Confirmation:

    • After submission, filers receive a receipt of their answers via email.
    • The system displays a page indicating their filing status as complete.

Handling Paper Filings

  1. Receiving Paper Filings:

    • Some filers may submit paper statements due to personal preference or legal requirements (e.g., candidates for elected positions).

  2. Entering Filings into the System:

    • County administrators are responsible for recording paper filings in the EIS system.
    • Process:
      • Log in as a county administrator.
      • Navigate to the filer's profile.
      • Enter the filing details as provided on the paper form.

  3. Variations by County:

    • The exact process may vary depending on county policies.
    • Ensure compliance with local regulations regarding paper filings.

Additional Notes

  • Reminder Emails:

    • You can send reminder notifications using different templates to encourage completion before deadlines.

  • System Updates:

    • Any changes to deadlines or templates are immediately reflected throughout the system.

  • Support:

    • For technical assistance or questions about system functionality, contact the EIS support team.

This preliminary documentation aims to guide users through the essential functions of the EIS system. For more detailed instructions or advanced features, refer to the comprehensive user manual or help resources within the system.

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