Use Case: UC04.17.01 / Send Image Batch

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					                                                          VoteCal Statewide Voter Registration System Project
                                                                       Use Case: UC04.17.01 / Send Image Batch

Use Case: UC04.17.01 / Send Image Batch

    Attribute                                                    Details

        System      S1.7 Whenever processing requires a "notice" be sent to an independent county, that notice
 Requirements:      must be sent electronically and must include sufficient data for automatic processing and
                    import of the data into the county EMS.

                    S2.20 VoteCal must store and display the current and historic images of the full registration
                    affidavit in ANSI/AIIM compatible format.

                    S2.21 VoteCal must be capable of displaying the current and historic images of the voter's
                    signature independently from the affidavit.                                                       Comment [BMc1]: The discussions below all
                                                                                                                      refer to affidavit images and document images.
                                                                                                                      It is no clear in this UC how signature images
                    S2.24 VoteCal must be capable of attaching and storing other images to a voter's record in        will be handled or how this requirement will be
                    GIF, TIF,JPG, and PDF formats, such as letters received from the voter.                           satisfied.

                    S4.8 VoteCal must process transactions from independent county EMS containing new voter
                    registrations and modifications to existing voter registration records, including:

                       Voter registration data as specified in the CalVoter data standards,
                       Affidavit images;
                       Signature images;
                       Voting activity history; and
                       Voting participation history.

    Description:    The purpose of this use case is to enable the VoteCal batch data exchange service to extract
                    Aa local jurisdiction to sends an Imagea Document Batch in response to a request from the
                    EMS Batch Data Exchange Web Servicefrom the local EMS and send it to VoteCal, where it
                    is processed. Signature and aAffidavit and document images are requested extracted for
                    specific voters whose records have recently changed or are new in VoteCal.                        Comment [BMc2]: Assuming the meaning of
                                                                                                                      ‘have recently changed’ includes the receipt,
         Actors:    VoteCal EMS Batch Data Exchange Service (DES)                                                     scanning & attachment of a document, such as
                                                                                                                      correspondence from the voter, and not just
        Trigger:    An SOS Administrator schedules a Signature Batch job for a jurisdiction.                          registration updates. Can we make this
        System:     VoteCal EMS Batch Data Exchange Interface (DEI)                                                   Comment [IV&V3]: Art: Shouldn’t EMS be an
 Preconditions:        An SOS User has scheduled an Image Batch job for the applicable jurisdiction. (see            [BMc] I’m not sure I can see the EMS as an
                        UC05.20.01 Schedule a Job).                                                                   actor since it doesn’t appear to actively initiate
                                                                                                                      any action. Perhaps it should be listed as a
                       All global preconditions apply.                                                               system since the DES interacts with the EMS to
                                                                                                                      retrieve data.
Post conditions:       Voter records in VoteCal are appended with appropriate Signature Document records.
                       All global post conditions apply.
   Normal Flow:     1. Follow UC04.18.01 Process Batch Data Exchange through Step 3.1

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                                                          VoteCal Statewide Voter Registration System Project
                                                                       Use Case: UC04.17.01 / Send Image Batch

    Attribute                                                     Details
                    2. DES Uses specific Selection Criteria to extract data from the DocumentImage Database              Comment [IV&V4]: Paula: Step 2 works in
                       View provided by the EMS Vendor:                                                                  conjunction with 3.1

                          2.1. The images (signature document or affidavit) to be extracted are taken from a finite      Comment [IV&V5]: Art: Is the setting of this
                                                                                                                         criteria a precondition? If not, sholdn’t we
                                list of requested images contained in the job request (signature manifest)               reference where and how this criteria is set?
                          2.2. VoteCal business logic prioritizes and limits the number of signatures documents to       Comment [BMc6]: Okay, the meaning of this
                                be transferred in any one night. Signature Document and affidavit images are             isn’t clear, particularly since we’ve stripped all
                                requested for specific voters whose records have recently changed or are new in          other references to ‘signatures’ out of the UC.
                                VoteCal. The images are prioritized by image type (i.e. signatures before affidavit      Comment [BMc7]: Not clear on how VoteCal
                                records before other documents, etc.). This priority level is configurable.              will know to extract the image where, say, a
                                                                                                                         county receives a letter from a voter and
                    Depending on the vendor design, the DES will use customized extraction logic in one of two           attaches it to the voter records. (Again, the
                    categories:                                                                                          meaning of ‘recently changed’ is not clear.)

                    DES selects all image records as binary data (BLOBS) directly from the database.
                    Or - DES extracts file location information from the database and directly accesses the image
                    file from a shared directory.
                      Images are is indexed and packed together in a binary batch file instead of
                                the typical XML file for transfer.
                    3. Continue to follow UC04.18.01 Process Batch Data Exchange through Step 5.3                        Comment [IV&V8]: Paula: Continues with 3.2
                                                                                                                         through 5.2
                    4. DEI Takes specific action for each voter participation record:
                                                                                                                         Comment [IV&V9]: Paula: This step replaces
                          4.1. DEI creates an Image record for each accepted record in the batch file, stores the        5.3
                                image, and associates it with the appropriate voter record. This includes image
                                type (signature or affidavit) and, file type (Typically TIFF, GIF, or JPG or PDF), and
                                sequence number. The image should be in ANSI/AIIM compatible format.
                          4.2. The “Needs Images Flag” is cleared from the voter record so that images are not           Comment [BMc10]: How and when is this
                                requested for that voter in subsequent batch jobs.                                       flag set? (I don’t remember it coming up in any
                                                                                                                         other UCs.)
                          4.3. Steps are taken to distinguish new image records from exact copies of existing
                                                                                                                         Comment [IV&V11]: Art: What steps? This is
                                records.Exact copies of existing image records will be discarded. All prior images       very vague. We need more detail here.
                                for a voter are retained unless storage limits per voter are exceeded as defined in
                                                                                                                         Comment [pd12]: Would this apply to all
                                requirements. By ensuring that unique images are stored, the system will enable          image types as in affidavit/signature etc? How
                                storage of the current and historic images of the voter's signature independently        will exact copy be determined for example in the
                                from the affidavit.                                                                      case of signature images (Manually or
                                                                                                                         progaramatically etc)?
                    5. Follow UC04.18.01 Process Batch Data Exchange to its end.                                         Would the discarded copies be physically
Alternate Flows:    N/A
                                                                                                                         Comment [BMc13]: I assume you are
                                                                                                                         referring to Req. T4.3, which stipulates the
    Exceptions:     N/A                                                                                                  minimum for that limit at 100 affidavit images,
                                                                                                                         100 signature images and 50 document pages.
       Includes:    UC04.18.01 - Process Batch Data Exchange                                                             If so, shouldn’t this requirement be cited with
                                                                                                                         the others above? Also, do we need an
                    UC05.20.01 Schedule a Job                                                                            alternate flow to describe how the system will
                                                                                                                         be have when there are incoming images and
Business Rules:     N/A                                                                                                  the storage limit is exceeded?

   Frequency of     TBD                                                                                                  Comment [IV&V14]: Paula: Continues with

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Version: 1.542
                                                       VoteCal Statewide Voter Registration System Project
                                                                    Use Case: UC04.17.01 / Send Image Batch

    Attribute                                                 Details

  Assumptions:      N/A
      Notes and     N/A

Revision History
                          Document                   Document Revision
      Date                 Version                      Description                    Revision Author
1/26/2010           0.1              Initial Draft                                 Marek Stachowicz
01/27/2010          1.0              Minor Edits and release to client.            Maureen Lyon
2/5/2010            1.1              Incorporate Client Feedback                   Chad Hoffman
02/05/2010          1.2              Submit to client for review                   Maureen Lyon
03/18/2010          1.3              Revised to exclude signatures and file        Jay Varner
                                     retrieval from jurisdiction file systems.
03/22/2010          1.4              Incorporate Client Feedback from              Kimanh Nguyen / Kalyn
                                     Discovery Sessions                            Farris
03/25/2010          1.5              QA and Release to Client for Review           Don Westfall
mm/dd/yyyy          1.x              Update with client feedback                   Only if needed
mm/dd/yyyy          2.0              Submit to Client for Review (Deliverable      {Name}
                                     2.3 Draft)
mm/dd/yyyy          2.1              Incorporate Client Feedback                   {Name}
mm/dd/yyyy          2.2              Submit to Client for Approval (Deliverable    {Name}
                                     2.3 Final)

02/0503/3022/2010                                                                                     Page 3
Version: 1.542

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