Revision history for InternalDatabaseKeyVotes
Deletions:
Additions:
~-[[AdvisorEmailsData Advisor Emails Data]] - The queries “Advisor Email Selection” and “Advisor Email Summary” are useful for compiling the information needed when sending out advisor emails.
Deletions:
Deletions:
1. Open the form into which you'd like to add a new record
2. Click on the "New Record" button at the bottom of the form
3. When the blank form appears, note the record number at the bottom of the page. It should say something like "XXXX of XXXX".
@@{{image url="http://i802.photobucket.com/albums/yy307/Project_Vote_Smart/NewRecord.jpg" title="New Record" alt="New Record"}}@@
4. Enter that number (in the example above, "1104") into the Primary Key field as shown. **__You will not be able to save the record until you assign it a Primary Key number__**.
@@{{image url="http://i802.photobucket.com/albums/yy307/Project_Vote_Smart/PrimaryKey.jpg" title="Primary Key" alt="Primary Key"}}@@
5. Enter remaining values into the field and click the Save button at the bottom of the form to save.
==={{anchor name="2" h3="How to find and edit an existing record"}}===
1. Open the form corresponding to the table within which you'd like to search
2. Put your cursor inside the field in which you'd like to search. The best field to search in for the All Selected Key Votes Form is the Bill Number field. For Internship Applicants, the last name field is usually the most fruitful.
3. Click the Find button (indicated by the picture of binoculars) OR click CTRL+F.
4. Search for the bill number or last name of interest to bring up that record. If there is more than one record associated with that bill number or last name, click Next (as shown) to cycle through all records associated with that bill number or last name.
@@{{image url="http://i802.photobucket.com/albums/yy307/Project_Vote_Smart/Find.jpg" title="Find" alt="Find"}}@@
5. When you have found the record you'd like to edit, go ahead and make your changes and click Save.
==={{anchor name="3" h3="How to create a query"}}===
1. Most of the queries that we use have already been programmed, but if you need to create a new query, the process is simple. Click on the Create tab in the Access Ribbon and select Query Wizard (far right).
2. In the Query Wizard, select the type of query you'd like to run: Find Duplicates (for example, finding how many bills a specific intern has worked on), or Simple Query Wizard, which will return the results from a specific fields from tables or other queries in the database.
3. Select the fields from which you would like to pull data, and give the query a name. It will appear in the list of queries in the left-hand navigation pane in Access until you delete it.
==={{anchor name="4" h3="How to import data from an Excel document"}}===
1. Click on the External Data tab in the Access ribbon
2. Select "Import Excel Spreadsheet"
3. If you are updating an existing table, select "Append a copy of the records to the table:" and select the appropriate table. If you are creating a new table from the Excel data, select "Import the source data into a new table in the current database."
4. Follow the instructions in the wizard for formatting your data. You may either opt to select your own Primary Key or allow Access to assign a primary key to your data (recommended).
5. Future Excel imports to the same table must follow the exact format of the current table in the database - so if you made changes to your Excel document since the first import, you will have to reverse those changes in order for the data to append properly. Alternatively, you can delete the table and re-import the data, but you will have to first delete any existing relationships between that table and other tables and/or queries before Access will allow you to do this.
==={{anchor name="5" h3="How to export data to an Excel document"}}===
1. Exporting data to Excel is very easy. Simply click on the table or query that you want to export in the navigation pane on the left, click on the External Data tab in the Access ribbon, and select Export to Excel spreadsheet.
==={{anchor name="6" h3="How to import and save XML data from evaluation forms"}}===
1. Fill out the Initial/Midterm/Final evaluation form using the fillable Adobe .pdf in the Internship Materials folder
2. Print a copy for the intern’s hard-copy file
3. Click the "Submit by Email" button at the top of the page. If you have Outlook configured correctly, an email should open automatically with the data file attached, as shown. You can either right-click and download the data file from here or you can send the email to yourself (or to the default address, projectvotesmart@austin.utexas.edu) for future use.
@@{{image url="http://i802.photobucket.com/albums/yy307/Project_Vote_Smart/XML1.jpg" title="XML Import 1" alt="XML Import 1"}}@@
4. In Access, click on the External Data tab, then XML File in the Import section of the ribbon. The following dialog box should appear:
@@{{image url="http://i802.photobucket.com/albums/yy307/Project_Vote_Smart/XML2.jpg" title="XML Import 2" alt="XML Import 2"}}@@
5. Select Browse… to select the XML file, and click OK.
6. Select "Append Data to Existing Table(s)" and click OK.
@@{{image url="http://i802.photobucket.com/albums/yy307/Project_Vote_Smart/XML3-1.jpg" title="XML Import 3" alt="XML Import 3"}}@@
7. You may receive an error message telling you that not all of your data was imported, but what this really means is that Access is truncating the data in the text fields. Fortunately, it's not critical that we include all of our qualitative comments in Access because this information is stored elsewhere (in the fillable .pdf). We are only concerned with the numerical data, which we need to have in Access for statistical purposes.
@@{{image url="http://i802.photobucket.com/albums/yy307/Project_Vote_Smart/XML4.jpg" title="XML Import 4" alt="XML Import 4"}}@@
==={{anchor name="7" h3="Editing and deleting relationships between tables"}}===
1. If this ever becomes necessary, simply click on Database Tools and select "Relationships." Access will take you straight to the design view.
@@{{image url="http://i802.photobucket.com/albums/yy307/Project_Vote_Smart/RelationshipView.jpg" title="Edit Relationships" alt="Edit Relationships"}}@@
Additions:
The Key Votes Department uses the Internal Database to track Key Votes, maintain internship records, and provide other essential data. The Access database is located on the P-Drive labeled “Key Votes Database”. This page will cover both the different ways we use the database and the general updates necessary to keep the database up to date.
**Ways to Utilize the Database**
~-[[TrackingKeyVotes Tracking Key Votes]] - We track all of the bills selected in a table labeled “All Bills” and input the data in a form labeled “All Key Votes”.
~-[[InternshipProgramData Internship Data]] - We maintain records for both intern applicants and interns in each semester. Generally, this information is updated by the Internship Coordinator, but all staff members should know what information is included within the "Interns" and "Internship Applicants" tables.
~-[[AdvisorEmailsData Advisor Emails Data]] - The queries “AdvisorEmailSelection” and “AdvisorEmailSummary” are useful for compiling the information needed when sending out advisor emails.
~-[[BillFolderData Bill Folder Sheet Generator]] - The data that a staff member inputs into Access can be used to generate bill folder sheets.
~-[[WeeklyReportData Weekly Report Data]] - At the end of each week the Key Votes Director sends a weekly report to the UT Director (Deb) and the National Director (Kristen) with certain information included.
**Necessary Data Updates**
**Additional Access Information**
Access can be extremely efficient and powerful if used properly. From time to time, Key Votes Staff will need to amend or create new tables, forms, reports, and queries so that the Database will remain efficient and useful. This page includes details on other uses of the database and techniques for navigating and changing the database. You should backup the database and consult the Key Votes Director before making any major changes to the Database.
Basic Access Functions
~-[[AccessAddRecord How to add a new record]]
~-[[AccessFindRecord How to find and edit an existing record]]
~-[[AccessImportExcel How to import data from an Excel document]]
~-[[AccessImportEvalData How to import and save XML data from evaluation forms]]
Advanced Access Functions
~-[[AccessGeneralInfo General Information on Access and Relationships within Access]]
~-[[AccessDropDown How to edit a drop down menu on an Access form]]
~-[[AccessQueryInfo How to create and edit an Access query]]
~-[[AccessFormInfo How to create and edit an Access form]]
**Ways to Utilize the Database**
~-[[TrackingKeyVotes Tracking Key Votes]] - We track all of the bills selected in a table labeled “All Bills” and input the data in a form labeled “All Key Votes”.
~-[[InternshipProgramData Internship Data]] - We maintain records for both intern applicants and interns in each semester. Generally, this information is updated by the Internship Coordinator, but all staff members should know what information is included within the "Interns" and "Internship Applicants" tables.
~-[[AdvisorEmailsData Advisor Emails Data]] - The queries “AdvisorEmailSelection” and “AdvisorEmailSummary” are useful for compiling the information needed when sending out advisor emails.
~-[[BillFolderData Bill Folder Sheet Generator]] - The data that a staff member inputs into Access can be used to generate bill folder sheets.
~-[[WeeklyReportData Weekly Report Data]] - At the end of each week the Key Votes Director sends a weekly report to the UT Director (Deb) and the National Director (Kristen) with certain information included.
**Necessary Data Updates**
**Additional Access Information**
Access can be extremely efficient and powerful if used properly. From time to time, Key Votes Staff will need to amend or create new tables, forms, reports, and queries so that the Database will remain efficient and useful. This page includes details on other uses of the database and techniques for navigating and changing the database. You should backup the database and consult the Key Votes Director before making any major changes to the Database.
Basic Access Functions
~-[[AccessAddRecord How to add a new record]]
~-[[AccessFindRecord How to find and edit an existing record]]
~-[[AccessImportExcel How to import data from an Excel document]]
~-[[AccessImportEvalData How to import and save XML data from evaluation forms]]
Advanced Access Functions
~-[[AccessGeneralInfo General Information on Access and Relationships within Access]]
~-[[AccessDropDown How to edit a drop down menu on an Access form]]
~-[[AccessQueryInfo How to create and edit an Access query]]
~-[[AccessFormInfo How to create and edit an Access form]]
Deletions:
The Key Votes Department uses our Internal Database to track Key Votes and maintain records for the internship program. Information on a Key Vote is entered into the database “All Bills” through a form “All Selected Key Votes”. The two main functions you will use Access for is creating a new record for a bill or searching/editing a previous record. Instructions for both of these tasks can be found on bottom half of this Wiki page.
The Internal Database also maintains the records of all intern applicants and interns in our program, and this information can be accessed through the tables “Intern Applicants” and “Interns”. This information is generally updated by the Internship Coordinator, but all staff members should be comfortable and knowledgeable on the information within the tables.
====TABLES IN NEED OF UPDATING====
Additions:
>>{{anchor special="table_of_contents"}}>>
The Key Votes Department uses our Internal Database to track Key Votes and maintain records for the internship program. Information on a Key Vote is entered into the database “All Bills” through a form “All Selected Key Votes”. The two main functions you will use Access for is creating a new record for a bill or searching/editing a previous record. Instructions for both of these tasks can be found on bottom half of this Wiki page.
==={{anchor name="1" h3="How to add a new record"}}===
==={{anchor name="2" h3="How to find and edit an existing record"}}===
==={{anchor name="3" h3="How to create a query"}}===
==={{anchor name="4" h3="How to import data from an Excel document"}}===
==={{anchor name="5" h3="How to export data to an Excel document"}}===
==={{anchor name="6" h3="How to import and save XML data from evaluation forms"}}===
==={{anchor name="7" h3="Editing and deleting relationships between tables"}}===
The Key Votes Department uses our Internal Database to track Key Votes and maintain records for the internship program. Information on a Key Vote is entered into the database “All Bills” through a form “All Selected Key Votes”. The two main functions you will use Access for is creating a new record for a bill or searching/editing a previous record. Instructions for both of these tasks can be found on bottom half of this Wiki page.
==={{anchor name="1" h3="How to add a new record"}}===
==={{anchor name="2" h3="How to find and edit an existing record"}}===
==={{anchor name="3" h3="How to create a query"}}===
==={{anchor name="4" h3="How to import data from an Excel document"}}===
==={{anchor name="5" h3="How to export data to an Excel document"}}===
==={{anchor name="6" h3="How to import and save XML data from evaluation forms"}}===
==={{anchor name="7" h3="Editing and deleting relationships between tables"}}===
Deletions:
""<a href="#chapter4">here</a>""
===How to add a new record===
===How to find and edit an existing record===
===How to create a query===
===How to import data from an Excel document===
===How to export data to an Excel document===
===How to import and save XML data from evaluation forms===
===Editing and deleting relationships between tables===
""<a name="chapter4"></a>""
Additions:
=====Internal Database=====
The Key Votes Department uses our Internal Database to track Key Votes and maintain records for the internship program. Information on a Key Vote is entered into the database “All Bills” through a form “All Selected Key Votes”. Follow the instructions HOW TO ADD A NEW RECORD if you have just selected a Key Vote and need to enter it into the database. If you would like to update a previous Key Vote, you will need to FIND AN EXISTING RECORD.
The Internal Database also maintains the records of all intern applicants and interns in our program, and this information can be accessed through the tables “Intern Applicants” and “Interns”. This information is generally updated by the Internship Coordinator, but all staff members should be comfortable and knowledgeable on the information within the tables.
""<a href="#chapter4">here</a>""
====TABLES IN NEED OF UPDATING====
The Internal Database has certain information that is inputted hundreds of times each semester. For example, an interns name is inputted for every step in the process for each bill selected (7 times!). Fortunately, we have a drop down list that makes the entering of an intern’s name much quicker and more consistent. There is a folder labeled "Needs Updates" in the navigation pane on the left hand side of Access. It contains the following two tables that need to be updated in order for the database to operate efficiently:
~- “Intern Full Names” – This table needs to be updated prior to each new internship program with the incoming interns full names. This will update the names in the drop down listing on the “All Selected Key Votes” form.
~- “Session Info”- This table lists information related to the “Governor’s Deadline” and the “Carryover Status” and is used to track a bill after we have selected it as a Key Vote. It is automatically inputted on the “All Selected Key Votes” form when you create a new record and enter in the “State” information. It should be updated prior to the beginning of the legislative session, and the information can generally be found from sites like statenet, statescape, ballotopedia, etc.
""<a name="chapter4"></a>""
The Key Votes Department uses our Internal Database to track Key Votes and maintain records for the internship program. Information on a Key Vote is entered into the database “All Bills” through a form “All Selected Key Votes”. Follow the instructions HOW TO ADD A NEW RECORD if you have just selected a Key Vote and need to enter it into the database. If you would like to update a previous Key Vote, you will need to FIND AN EXISTING RECORD.
The Internal Database also maintains the records of all intern applicants and interns in our program, and this information can be accessed through the tables “Intern Applicants” and “Interns”. This information is generally updated by the Internship Coordinator, but all staff members should be comfortable and knowledgeable on the information within the tables.
""<a href="#chapter4">here</a>""
====TABLES IN NEED OF UPDATING====
The Internal Database has certain information that is inputted hundreds of times each semester. For example, an interns name is inputted for every step in the process for each bill selected (7 times!). Fortunately, we have a drop down list that makes the entering of an intern’s name much quicker and more consistent. There is a folder labeled "Needs Updates" in the navigation pane on the left hand side of Access. It contains the following two tables that need to be updated in order for the database to operate efficiently:
~- “Intern Full Names” – This table needs to be updated prior to each new internship program with the incoming interns full names. This will update the names in the drop down listing on the “All Selected Key Votes” form.
~- “Session Info”- This table lists information related to the “Governor’s Deadline” and the “Carryover Status” and is used to track a bill after we have selected it as a Key Vote. It is automatically inputted on the “All Selected Key Votes” form when you create a new record and enter in the “State” information. It should be updated prior to the beginning of the legislative session, and the information can generally be found from sites like statenet, statescape, ballotopedia, etc.
""<a name="chapter4"></a>""
Deletions:
Additions:
4. Enter that number (in the example above, "1104") into the Primary Key field as shown. **__You will not be able to save the record until you assign it a Primary Key number__**.
Deletions:
Additions:
1. If this ever becomes necessary, simply click on Database Tools and select "Relationships." Access will take you straight to the design view.
Deletions:
Additions:
===Editing and deleting relationships between tables===
1. If this ever becomes necessary, simply click on Database Tools and select "Edit Relationships."
@@{{image url="http://i802.photobucket.com/albums/yy307/Project_Vote_Smart/RelationshipView.jpg" title="Edit Relationships" alt="Edit Relationships"}}@@
1. If this ever becomes necessary, simply click on Database Tools and select "Edit Relationships."
@@{{image url="http://i802.photobucket.com/albums/yy307/Project_Vote_Smart/RelationshipView.jpg" title="Edit Relationships" alt="Edit Relationships"}}@@
Additions:
===How to add a new record===
===How to find and edit an existing record===
===How to create a query===
===How to import data from an Excel document===
===How to export data to an Excel document===
===How to import and save XML data from evaluation forms===
===How to find and edit an existing record===
===How to create a query===
===How to import data from an Excel document===
===How to export data to an Excel document===
===How to import and save XML data from evaluation forms===
Deletions:
**How to find and edit an existing record**
**How to create a query**
**How to import data from an Excel document**
**How to export data to an Excel document**
**How to import and save XML data from evaluation forms**
Additions:
**How to export data to an Excel document**
1. Exporting data to Excel is very easy. Simply click on the table or query that you want to export in the navigation pane on the left, click on the External Data tab in the Access ribbon, and select Export to Excel spreadsheet.
1. Exporting data to Excel is very easy. Simply click on the table or query that you want to export in the navigation pane on the left, click on the External Data tab in the Access ribbon, and select Export to Excel spreadsheet.
Additions:
2. Select "Import Excel Spreadsheet"
3. If you are updating an existing table, select "Append a copy of the records to the table:" and select the appropriate table. If you are creating a new table from the Excel data, select "Import the source data into a new table in the current database."
4. Follow the instructions in the wizard for formatting your data. You may either opt to select your own Primary Key or allow Access to assign a primary key to your data (recommended).
5. Future Excel imports to the same table must follow the exact format of the current table in the database - so if you made changes to your Excel document since the first import, you will have to reverse those changes in order for the data to append properly. Alternatively, you can delete the table and re-import the data, but you will have to first delete any existing relationships between that table and other tables and/or queries before Access will allow you to do this.
3. If you are updating an existing table, select "Append a copy of the records to the table:" and select the appropriate table. If you are creating a new table from the Excel data, select "Import the source data into a new table in the current database."
4. Follow the instructions in the wizard for formatting your data. You may either opt to select your own Primary Key or allow Access to assign a primary key to your data (recommended).
5. Future Excel imports to the same table must follow the exact format of the current table in the database - so if you made changes to your Excel document since the first import, you will have to reverse those changes in order for the data to append properly. Alternatively, you can delete the table and re-import the data, but you will have to first delete any existing relationships between that table and other tables and/or queries before Access will allow you to do this.
Deletions:
Additions:
**How to create a query**
1. Most of the queries that we use have already been programmed, but if you need to create a new query, the process is simple. Click on the Create tab in the Access Ribbon and select Query Wizard (far right).
2. In the Query Wizard, select the type of query you'd like to run: Find Duplicates (for example, finding how many bills a specific intern has worked on), or Simple Query Wizard, which will return the results from a specific fields from tables or other queries in the database.
3. Select the fields from which you would like to pull data, and give the query a name. It will appear in the list of queries in the left-hand navigation pane in Access until you delete it.
**How to import data from an Excel document**
1. Click on the External Data tab in the Access ribbon
2. Select "Import Excel Data"
1. Most of the queries that we use have already been programmed, but if you need to create a new query, the process is simple. Click on the Create tab in the Access Ribbon and select Query Wizard (far right).
2. In the Query Wizard, select the type of query you'd like to run: Find Duplicates (for example, finding how many bills a specific intern has worked on), or Simple Query Wizard, which will return the results from a specific fields from tables or other queries in the database.
3. Select the fields from which you would like to pull data, and give the query a name. It will appear in the list of queries in the left-hand navigation pane in Access until you delete it.
**How to import data from an Excel document**
1. Click on the External Data tab in the Access ribbon
2. Select "Import Excel Data"
Additions:
**How to find and edit an existing record**
1. Open the form corresponding to the table within which you'd like to search
2. Put your cursor inside the field in which you'd like to search. The best field to search in for the All Selected Key Votes Form is the Bill Number field. For Internship Applicants, the last name field is usually the most fruitful.
3. Click the Find button (indicated by the picture of binoculars) OR click CTRL+F.
4. Search for the bill number or last name of interest to bring up that record. If there is more than one record associated with that bill number or last name, click Next (as shown) to cycle through all records associated with that bill number or last name.
@@{{image url="http://i802.photobucket.com/albums/yy307/Project_Vote_Smart/Find.jpg" title="Find" alt="Find"}}@@
5. When you have found the record you'd like to edit, go ahead and make your changes and click Save.
1. Open the form corresponding to the table within which you'd like to search
2. Put your cursor inside the field in which you'd like to search. The best field to search in for the All Selected Key Votes Form is the Bill Number field. For Internship Applicants, the last name field is usually the most fruitful.
3. Click the Find button (indicated by the picture of binoculars) OR click CTRL+F.
4. Search for the bill number or last name of interest to bring up that record. If there is more than one record associated with that bill number or last name, click Next (as shown) to cycle through all records associated with that bill number or last name.
@@{{image url="http://i802.photobucket.com/albums/yy307/Project_Vote_Smart/Find.jpg" title="Find" alt="Find"}}@@
5. When you have found the record you'd like to edit, go ahead and make your changes and click Save.
Additions:
**How to add a new record**
1. Open the form into which you'd like to add a new record
2. Click on the "New Record" button at the bottom of the form
3. When the blank form appears, note the record number at the bottom of the page. It should say something like "XXXX of XXXX".
@@{{image url="http://i802.photobucket.com/albums/yy307/Project_Vote_Smart/NewRecord.jpg" title="New Record" alt="New Record"}}@@
4. Enter that number (in the example above, "1104") into the Primary Key field as shown. **__You will not be able to save the record until you assign it a Primary Key number__**
@@{{image url="http://i802.photobucket.com/albums/yy307/Project_Vote_Smart/PrimaryKey.jpg" title="Primary Key" alt="Primary Key"}}@@
5. Enter remaining values into the field and click the Save button at the bottom of the form to save.
1. Open the form into which you'd like to add a new record
2. Click on the "New Record" button at the bottom of the form
3. When the blank form appears, note the record number at the bottom of the page. It should say something like "XXXX of XXXX".
@@{{image url="http://i802.photobucket.com/albums/yy307/Project_Vote_Smart/NewRecord.jpg" title="New Record" alt="New Record"}}@@
4. Enter that number (in the example above, "1104") into the Primary Key field as shown. **__You will not be able to save the record until you assign it a Primary Key number__**
@@{{image url="http://i802.photobucket.com/albums/yy307/Project_Vote_Smart/PrimaryKey.jpg" title="Primary Key" alt="Primary Key"}}@@
5. Enter remaining values into the field and click the Save button at the bottom of the form to save.
Additions:
=====Instructions for Using the Internal Database=====
**How to import and save XML data from evaluation forms**
1. Fill out the Initial/Midterm/Final evaluation form using the fillable Adobe .pdf in the Internship Materials folder
2. Print a copy for the intern’s hard-copy file
3. Click the "Submit by Email" button at the top of the page. If you have Outlook configured correctly, an email should open automatically with the data file attached, as shown. You can either right-click and download the data file from here or you can send the email to yourself (or to the default address, projectvotesmart@austin.utexas.edu) for future use.
@@{{image url="http://i802.photobucket.com/albums/yy307/Project_Vote_Smart/XML1.jpg" title="XML Import 1" alt="XML Import 1"}}@@
4. In Access, click on the External Data tab, then XML File in the Import section of the ribbon. The following dialog box should appear:
@@{{image url="http://i802.photobucket.com/albums/yy307/Project_Vote_Smart/XML2.jpg" title="XML Import 2" alt="XML Import 2"}}@@
5. Select Browse… to select the XML file, and click OK.
6. Select "Append Data to Existing Table(s)" and click OK.
@@{{image url="http://i802.photobucket.com/albums/yy307/Project_Vote_Smart/XML3-1.jpg" title="XML Import 3" alt="XML Import 3"}}@@
7. You may receive an error message telling you that not all of your data was imported, but what this really means is that Access is truncating the data in the text fields. Fortunately, it's not critical that we include all of our qualitative comments in Access because this information is stored elsewhere (in the fillable .pdf). We are only concerned with the numerical data, which we need to have in Access for statistical purposes.
@@{{image url="http://i802.photobucket.com/albums/yy307/Project_Vote_Smart/XML4.jpg" title="XML Import 4" alt="XML Import 4"}}@@
**How to import and save XML data from evaluation forms**
1. Fill out the Initial/Midterm/Final evaluation form using the fillable Adobe .pdf in the Internship Materials folder
2. Print a copy for the intern’s hard-copy file
3. Click the "Submit by Email" button at the top of the page. If you have Outlook configured correctly, an email should open automatically with the data file attached, as shown. You can either right-click and download the data file from here or you can send the email to yourself (or to the default address, projectvotesmart@austin.utexas.edu) for future use.
@@{{image url="http://i802.photobucket.com/albums/yy307/Project_Vote_Smart/XML1.jpg" title="XML Import 1" alt="XML Import 1"}}@@
4. In Access, click on the External Data tab, then XML File in the Import section of the ribbon. The following dialog box should appear:
@@{{image url="http://i802.photobucket.com/albums/yy307/Project_Vote_Smart/XML2.jpg" title="XML Import 2" alt="XML Import 2"}}@@
5. Select Browse… to select the XML file, and click OK.
6. Select "Append Data to Existing Table(s)" and click OK.
@@{{image url="http://i802.photobucket.com/albums/yy307/Project_Vote_Smart/XML3-1.jpg" title="XML Import 3" alt="XML Import 3"}}@@
7. You may receive an error message telling you that not all of your data was imported, but what this really means is that Access is truncating the data in the text fields. Fortunately, it's not critical that we include all of our qualitative comments in Access because this information is stored elsewhere (in the fillable .pdf). We are only concerned with the numerical data, which we need to have in Access for statistical purposes.
@@{{image url="http://i802.photobucket.com/albums/yy307/Project_Vote_Smart/XML4.jpg" title="XML Import 4" alt="XML Import 4"}}@@
Deletions:
The master spreadsheet is simply an organized list of all votes selected for that calendar year. State Key Votes and congressional Key Votes have their own sheet, or tab, in the spreadsheet. Each vote is assigned its own row, even if there are multiple votes for the same bill number. The spreadsheet should contain all of the following information:
**Bill Information**
- State^
- Bill Number
- Bill Description
**Vote Information**
- Stage (i.e. House Passage)
- Yeas
- Nays
- Date of Vote
- Roll Call Number
**PVS Information**
- Categories
- Date Vote Selected
- Reason for Selection
**Vote Entering Information**
- Initial (enterer name and date)
- First Check (checker name and date)^
- Second Check (checker name and date)^
- Staff Check/Release (staff member name and date)^
**Summary Writing Information**
- Initial (author name and date)
- First Check (checker name and date)
- Second Check (checker name and date)
- Staff Check/Release (staff member name and date)
**Web Check Information**
- Checker
- Date Checked
- Date Changes Implemented
Notes
^Not applicable for congressional bills
There should also be a color-coding system to indicate whether the vote has been released live, a summary has been written, or the summary has been released live. When votes are first selected, they are added to the spreadsheet without color. In this example, the color changes to green when the votes are released live (vote staff check), orange when a summary is written, and purple when the summary is released live. Finally, the color of the row is changed to bright blue when the vote is webchecked.
@@{{image url="http://i802.photobucket.com/albums/yy307/Project_Vote_Smart/spreadsheet2.jpg" title="Color Codes" alt="Color Codes"}}@@
Staff should remember to update the spreadsheet as each vote moves through our internal processes - selection, vote live, summary written, summary live, and webcheck. Interns may view the spreadsheet but should not make any changes to it unless authorized by a staff member. The spreadsheet should be backed up on Webspace weekly by the Legislative Research Director. This will allow the National Director to review the spreadsheet, and ensure that the information is not lost if office computers are compromised.
