Import NCOA Response Data from a Spreadsheet

Once an NCOA vendor's address change file has been entered in a Microsoft® Excel spreadsheet, you must then import the data using NCOA Processing. After you verify the imported changes, Voter Focus schedules Address Confirmation Notices to be mailed to the voters' new addresses.

  1. Go to LIST MAINTENANCE > NCOA Processing > Import and Queue Maintenance.
  2. Click Import NCOA Response Spreadsheet.
  3. On the Import NCOA Responses from Excel Spreadsheet dialog, click Open Spreadsheet. Navigate to the spreadsheet containing the NCOA vendor data and double-click the file name to be read and imported.
  4. When you see the message, Reading of Excel Spreadsheet completed, click OK. You may see notes about the data in the scrollable pane on the dialog. Typically, these notes indicate issues that will cause individual items to be ignored during processing, such as:

Move Effective Date is after last process—The date when the address change goes into effect is later than the date when the last NCOA input processing was done.

Invalid Status—The voter's registration status does not permit third-party address changes. Usually, this means the voter's status is P (Ineligible).

Note: Voters with Suspense status are not ignored. These voters are processed.

Precinct Override set for this voter—The voter is assigned to vote in a precinct or city other than their normal one. Changing their address could affect the precinct override, so any change must be done manually, outside the input processing program.

  1. You can do the following:
    • Click Open Spreadsheet to select an additional file to import.
    • If invalid data is found during an import and noted on the dialog, return to the Excel spreadsheet, correct the data, and redo the import.
    Note: You can print the list of notes by clicking Print Errors.
  2. After you have successfully imported all the data you want to process, click Automatically Process Changes to display the results of your import. If you repeated the process to import data from multiple files, the data from each file is listed.
  3. Review the results for accuracy, and then do one of the following:
    • Invalid data exists. Click Cancel to close the Results dialog and clear the imported data. Return to the Excel spreadsheet, correct the data, and redo the import.
    • All data is valid. Click Continue, and then click OK to schedule an Address Confirmation Notice for each voter in the list. A Final Notice row is added to the Audit tab in the applicable voter records.
    • Save a copy. Click Export to save a copy of the Results grid in Excel (XLSX) format to a location of your choosing.