Step 5. Entering Votes in Admin:
http://admin.votesmart.org/admin
Once you open Admin, look on the left hand side and choose "Congress Track." That is where you will enter all state votes.
To add a new vote, first select the state you are working on and type in the bill number, then search to make sure an earlier status has not been entered for the same bill. If it does appear click on "View" and then scroll down to the status. If the status you are entering already has an entry, click on "View" and add the pertinent information. If it has not been entered, follow the instructions below for "Add New Status". Be careful when entering key vote information to a bill that has earlier key votes to release the new key vote to the Internal Web while keeping all other statuses Live.
If nothing comes up when you do an initial search, select the state you are working on from the drop down menu and click on "Add New".
Enter in all of the information that appears on the next screen:
- Title
- Official Title
- Sponsor (Select from drop-down menu)
- Co-sponsor (select in side bar)
- Date introduced (mm/dd/yyyy)
- Prefix (Select from drop-down menu)
- Bill Number
Save.
Scroll down to the Status List and click on "Add New Status".
Fill in all the blank spots that apply to the state you are working on. For the Title/Official Title, select "Yes" by "Use Earlier" (you can edit these in the Introduced status). You can also use earlier synopses, highlights, etc. from an earlier vote on the same bill unless there were amendments that need to be reflected on the PVS site.
Select any and all categories for your vote. If you add new categories that are not on the Spreadsheet, discuss your choice with your supervisor.
If your bill needs a note because the vote is confusing, for example a constitutional amendment or ballot initiative click on the drop down menu to see if the appropriate note already exists, if it does select that note. However, if the appropriate note does not exist ask your supervisor to enter a new note.
Unclick "No Bill Text", press the browse button and find the copy of the bill text saved to your file. Click "Upload".
Save
Scroll Up to the Status List and "View" the vote you are working on. At the bottom of the page select "View Votes/Actions".
Click on "Add State Legislators", and then sort the names however best matches the legislature's list.
Now click on the first legislator and enter the votes. Please remember to save after you enter each legislator's vote.
Finally, release the vote to the internal web. First click "Release to Internal Web" button in the top portion of Admin. Then release each of the statuses by clicking on view and then scrolling to the bottom of the status and clicking "Release to Internal Web". You do not need to release introduced statuses. Change the vote to green in the Spreadsheet.
Entering Substitutes and Amendments:
Substitute Bills and Amendments are entered a little differently because the sponsors and other information often change. If you have an amendment:
1) Enter the original bill's basic information and save.
2) Close this window.
3) Click on "Add New for the State of" again.
4) Enter basic information for the amendment (introduced date and sponsors should be for the amendment and NOT the original bill).
5) Choose the original bill as the parent bill and save.
6) Enter the key status as you would any other bill (synopsis, highlights, etc. should be for the amendment and NOT the original bill.
If it is a Substitute bill:
1. Enter the original bill's basic information if there was a chamber vote before it became a substitute and save.
2. Close this window.
3. Click on "Add New for the State of" again.
4. Enter basic information on substitute bill or amendment (introduced date and sponsors should be for the substitute bill or amendment NOT the original bill).
5. Enter the key vote as you would any other vote.
6. Enter other status information that occurred once the bill was a substitute bill.
Once you are done entering, click "Release to the Internal Web" and change the vote to green in the spreadsheet.
