Why is SBE replacing the desktop VAFiling software?

VAFiling (first introduced in 1999) has exceeded its useful lifespan. As the product has aged, SBE has had to divert more and more of its limited resources to provide Help Desk support for the more than 750 users. The time has come to shift from desktop software installed on each user's PC to a "cloud" application which allows users to access the program through a Web browser.

How long will I continue to use VAFiling?

You will continue to use VAFiling to prepare the year-end report, which includes transactions through December 31, 2011 and is due by January 17, 2012. We anticipate your next required report following the January 17 report will be prepared and filed using the new application. This means you should not enter any 2012 transactions into VAFiling because you would just have to re-enter them into the new system.

When will the new system be available?

We anticipate launching the new system in march.

Will I be able to continue using private vendor software to file my campaign finance reports?

Yes. The new system will accept files generated by software on the approved vendor list. SBE will provide vendors with new specifications and require vendors to be certified under the new system. We anticipate these changes will be minimal. However, it will be the responsibility of the vendor to make any adjustments necessary to certify the software for use by clients.

Will I be able to use the system on a Mac?

Yes. The new system will be compatible with commonly used browsers, regardless of what type of computer (pc or apple) you are using.

What will be the main differences between vafilng and the new system?

The new system will eliminate the two problems that users found most frustrating. First, users won't have to install software on their pc. This means you won't have to re-install the software if SBE issues an updated version. Second, users won't have to download new filing periods, a process that many users found cumbersome.
The new system has a number of other advantages:

• Filing will become portable: no longer will your data be tied to single pc in a single location. You will be able to add data from any computer.

• You no longer have to worry about a catastrophic loss of your information if your hard drive crashes. All your data will be backed up and protected on SBE's server.

• It will be easier to maintain and update a master list of your donors and vendors.

• SBE is moving your statement of organization online, which will give you more control over your account information should you change mailing addresses or name a new treasurer

• The new system will integrate any accelerated reports (such as candidates' large, pre-election reports and pac's 72-hour reports on donations of $10,000 or more) into a single system. You now will enter such transactions only once.

Where will my data be stored and who will have access to my information?

All information entered into the new application will be stored on a server managed and protected by SBE. Just like the current system, the information you are required to disclose on campaign finance reports will not be visible to the public before the filing deadline and until you tell the system to file your report. However, any information entered (including small donors, whose names are not required to be disclosed publicly) will reside on SBE's server. We have put in place security measures and administrative policies to ensure the privacy of your information. In addition, the 2010 general assembly, in anticipation of this system, passed a law that protects your information from requests under Virginia's freedom of information act.

Will I import my VAFiling data into the new system?

No. You will retain your legacy data on your desktop. The new system will contain data only from 2012 forward.

If I need to amend an older report, will i use VAFiling or the new system?

For now, SBE expects that reports submitted using VAFiling will need to be amended using VAFiling.

Will I continue to use the system to file paper reports with my local registrar?

The online system for compiling finance reports will be available only to candidates and committees that chose the e-file option. Paper filers who currently use VAFiling to generate paper reports for submission to local registrars will have the choice of converting to e-filing or reverting to pen and paper.

Will registrars still accept paper reports generated on VAFiling?

Paper filers' interaction with the system will be limited to preparing their statements of organization in the new system, e-filers will retain the ability to print their reports on paper for review prior to submitting electronically.

Will I be able to download my data into a file or spreadsheet on my computer?

Yes. The system will allow you to download your data into excel or a .csv file which you can then sort or filter to suit your data needs.

Will I be able to upload data from quicken or other software, so I don't have to type it in twice?

Not initially, but we intend to look into this as an option in the future.