Importing of GIS Data

This topic provides a conceptual overview of the GIS import process using the Generic GIS Interface. For instructions on running the import, see Import GIS Data into the Voter Database.

Once geocoding in the GIS system is complete, the pertinent street and precinct data must be copied to a test version of the voter registration database. The copy is done using a tab-delimited text file containing data extracted from the GIS system. The format of the file is quite specific. See File Layout for the Generic GIS Import for a description of the fields expected by Voter Focus.

When the import into the test database has been verified as correct and complete, the copy process can be repeated on the production database.

It is imperative that your initial database for receiving GIS import files be a test version and not the live production version of the voter registration database (that is, the Normal database).

During the import process, you can expect to see issues with the GIS file that must be resolved on the GIS system, followed by the import of a revised GIS file. Or there might be something you need to change on the voter registration system to properly accept the GIS data, which will necessitate modification of the production database, and then creation of a fresh test database to accept the GIS import. Adjustments like these must be made using a test database until the GIS file marries happily with the voter registration data.

Once you are certain that you have a clean import and a properly configured voter registration database, you can then perform the import of the GIS data into the production database. Remember that any changes to settings, precincts, districts, and options on the test database must also be made to the production database.

Before doing the import on the production database, we recommend you print lists of the precinct and districts on both the test and the production databases, and confirm they match (except for any precincts that might have been removed on the GIS system).

To create a test database, use the facilities in VOTER FOCUS ADMIN > System Utilities to copy the production data to the Training, Sandbox, or Redistricting database.

The import from a GIS system touches these tables in the voter registration database:

Streetm—Street segment data

Streeta—Street audit data

Prcdstas—Precinct district assignments

Tprcm—Precinct split data

Votrm—Residential street address components (street name, house number, direction, city, etc.)

When doing an import, you have two options for copying GIS data into the voter registration database:

  • An incremental update, where only updates to these tables are processed.

or

  • A full replacement update, where the Voter Focus street segment and street-audit tables are completely replaced by the GIS data and any updates against other database tables are also made.

The time to run a full-replacement import depends on the size of your database, but you can expect it to require a significant amount of time. Most counties plan for the import to be done over a weekend. Full-replacement imports should always be run on a quiet system.

A full replacement run replaces the existing streets table in the voter registration database with the data from the GIS import file. The run also clears the street-audit table.

Any replacement runs on the production database must be done when the system is quiet.

Full replacement required:

  • Change to the district assignments for an existing precinct split.

  • Removal of a precinct split.

  • Removal of a street segment.

An incremental update run processes only the changes to the streets table. It does not replace the entire table.

Incremental updates are not permitted by the system when more than five percent of rows in the streets table are affected.

Incremental update allowed:

  • Addition of a new precinct split (if the check box is selected to request this).

  • Addition of a new street segment.

  • Change to the number range of a street segment.

The first time you run the Import program, you must do a full replacement. Continue to do full-replacement imports until the import process reports no errors. At that point you can begin to do incremental updates. The first import into the live production database must be a full replacement.

The following system options should be considered before attempting an import of GIS data into Voter Focus. These options are accessed from VOTER FOCUS ADMIN > System Options > Street Maintenance.

Option

Setting

Street Maintenance Method

4, Generic

Redistricting will not move a voter across a Zip Code Boundary

This option should be selected.

District Type used for Cities

     and

District Type used for Wards


Must match the code used by the GIS system.

Depending on your setup, it might be handy to have Voter Focus installed on the machine where you run the GIS system. This is not required, provided the Voter Focus machine can access the GIS import file on the network.

If you need to create or modify a street segment in the production database between GIS imports, use the Street Maintenance button on the STREETS & PRECINCTS tab to make a temporary adjustment. But be aware that any change you make will be overwritten by the next import from the GIS system. Verify that the change you are making on the voter registration side is being made on the GIS system as well.

The import process concludes with an automatic execution of the Redistricting Update program, which adjusts voter assignments to districts.

During the Redistricting Update run, a voter information card is scheduled for each voter whose districts or precinct changed. (Cards are not scheduled for changes to a voter’s precinct split.)

In the Notices Queue, the cards scheduled due to a precinct or district change are listed with the notice reason of Redistrict-Change of Precinct. If a voter was previously scheduled for a card because of an address change, or some reason other than redistricting and the redistricting effort changes their precinct, the notice reason for their scheduled card will not be changed to Redistrict-Change of Precinct. However, their new precinct will appear on the card.

Redistricting changes applied after a voter has requested a mail ballot are taken into account when the ballot is released, so that voters receive the correct ballot for their post-redistricting precinct and ballot style.

After the import, and any final work on the production database, the updated street table must be sent to FVRS. To do this, run the program STREETS & PRECINCTS > Utilities > Copy Street Table to FVRS.

After the import and Redistricting Update run on the production database, updates to voter precinct assignments will be available to the county’s Precinct Finder web service in about two hours.