Liberal Democrats

Enter Marked Register Data

This Quick Sheet will show you how to add data from your Marked Register to Connect. It will show you how to export your base file, mark it up, and then import the data. To make your campaigning more effective in future, it is useful to know who does and doesn’t vote. Storing the Marked Register in Connect will make it easier to prioritise your campaigning and maximise the use of your resources. Where The Marked Register Export button is in the Advanced section of the left hand side of the Main Menu screen. The Bulk Upload button is on the right-hand side of the Main Menu Screen.

 


Creating your export file

The first stage to adding your Marked Register data is to export a file from Connect. This file will include the VAN IDs and poll numbers of all the voters who were eligible to vote on Polling Day. From the Main Menu, on the left hand side, click Advanced and then click on Marked Register Export.

connect3F1.png

The Marked Register Export Screen will then open. Here, you can choose your options for export. You can choose the Local Authority and Polling District(s) you wish to export. You can also select the file type, and specify a name for the export file.

connect3F2.png

 

It is important that you select the correct date in the ‘Eligible as of’ box. The dates refer to how the register appeared in Connect on that date. If your register was up to date for your election, then you should select the date immediately before your polling day. If your final update was not uploaded until later, you should select the date after it was uploaded. Because of late registrants, it is likely that the export will not be identical to the marked register. This is nothing to worry about.

To download the file, click on the ‘My Export Files’ link.

connect3F3.png

On the Export files page, click ‘Download File’ and save the file to your computer.

connect3F4.png

 

Marking the voted data

Once you have downloaded your file, simply open it in your preferred spreadsheet software. The file contains columns showing each voter’s Polling District, Polling Number, VAN ID and their name. There is then an empty column called Voted?.

Simply mark the Voted? column with a consistent character (e.g. the letter ‘y’ or ‘Yes’) for those who voted, according to the copy of the Marked Register provided by your Local Authority.

You should also request the marked register for Postal Voters from your Local Authority. This is normally available as a data file. If you can only get a paper copy, you can mark them in the same spreadsheet with a different letter (e.g. p). If you get an electronic copy, you do not need to copy it to a spreadsheet. You can load it in the bulk uploader directly. You can only mark Register History in Connect with a file that contains VAN IDs, so you will need to save it as a Saved List (the final option in the Bulk Upload drop down menu). You can then export that list from the My List screen to create a file with VAN IDs. You can then use this file to upload the Marked Register data.

 

Uploading your file

To upload your file, click on Run Bulk Uploads on the Main Menu and then click Upload a New File.

connect3F5.png

Click Select a File to locate your saved Marked Register file. Once you have chosen your file, make sure the First row contains column header information box is checked. Click Next to upload the file. Your file will then be uploaded, and a sample of the data will be displayed.

You must tell Connect which column in your file contains the VAN ID. From the Apply New Mapping menu, select VAN ID. In the pop up box, select the column called VAN ID and click Next.

Next you need to tell Connect how you want it to map the Voting History data. From the Apply New Mapping menu, select Apply Postal / Proxy Vote Data. In the pop up box, you first need to select the appropriate election. Simply type the year of election and a range of options will be displayed for you to select. Use the up and down arrows on your keyboard to choose the correct election and a further ‘Voted’ section will appear. Type the election the data applies to here (start with the year). Select ‘Choose Column from Data file’ and pick ‘Voted?’. Choose which symbol refers to those who voted and which refers to those who voted by post (Absent). Here, you must select ‘Choose column from Data File’ and pick ‘voted?’ In the drop down file. Click ‘Next’ to load the matching screen. In the first column will be displayed the letters you used to mark people in your data file. For each, simply select the data you wish that to relate to (either Voted or Absentee) in the drop down menus. Once you have matched the VAN Ids and the Marked Register data, click ‘Finish’ on the Bulk Upload Wizard screen.

 

Completing the match

Once you have matched the data for the Marked Register input, you will need to complete the match. To do so, return to the Main Menu, click Run Bulk Uploads and then click ‘Administer Bulk Upload Batches’. You should then see your upload on the screen. Here you can cancel your upload if you have made a mistake. Click on the ‘Match People’ link on the left hand side (if this isn’t a link, wait a minute or two then click refresh). Connect will show you how many of the uploaded records it has matched to voters in the database. You can choose to export back out the records that did not match if you would like to review them. This will create a CSV file, available from the ‘My Export Files’ page (See page 2). Click ‘Next’ and then click ‘Finish’ to confirm the upload. You can then check the progress of your upload on this screen. The ‘View’ drop down box at the top will allow you to see completed batches instead of, or as well as, incomplete ones.

 

Target Pools & direct mail

You can send different letters to different target pool sub-groups and still print them out in delivery walk order. 1) When printing letters, choose “Branch By Target” from the Template Letter drop down. 2) Then choose the target pool you want to use. 3) Finally, assign a letter text to each sub-group. Alternatively, if you prefer to do your mailmerge in Word, you can include the Target Pools as a column in your export file. A 3 letter abbreviation indicates which sub-group each voter appears in. Target Pools & statistics Target Pools can also be found in Counts and Crosstabs to allow detailed statistical analysis. A target pool with Switch Analysis in its name will tell you what canvass analysis or voting intention we had for a voter in the past. For example MPID 2016 for Switch Analysis, will give you the Master Party ID response during the 2016 election campaign. This allows you to compare your recent data with the information we had then. So, you can answer questions like “Are our supporters still with us?”, “Are we squeezing the third party?”, “Is the opposition vote hardening?” and “Are we winning over floating voters?”

 

Target pool Access

Available to everyone: Letters - bulk apply the Letters tags to voters to create your own tailor made segmentation for direct mail Doorstep canvass - allows you to leave out voters who don’t vote or have already made up their mind Volunteer prospects - uses contact history to prioritise recruitment by recency, frequency and support Register History - marked registers separate voters by how often they vote or when they appeared on the register Tory / Labour facing (Eng & Wal) - segments voters into the 4 “S” groups by Canvass Analysis to target messages Scottish Direct Mail (Scot) - for targeted messages based on likelihood to support SNP Lifestage - separate your messages by the likely age and family status of the voter. EU Referendum - uses question responses and demographics to determine likely attitude to Brexit GOTV Shuttleworth - Tory, Labour and Scottish lists of who best to remind to vote. Available on request: Multi-party facing - the 4 S groups split out to allow for smaller parties. Put in a support request for access.