Date: 04/23/2020

Time: 3:00pm EST

Location: Google Hangouts/Zoom

Attendees: Mei, Shweta, Hunter, Steven

 

Agenda: 

• Present the forms we made and how it connects to Google Drive/Sheets
• Get feedback and make edits 

 

Discussion:

• Feedback from Steven
  • Remove the class standing input (not necessary) (done)
  • Add dashes to partition the address for SBU – NY form (done)
  • Shrink circle on the form
  • Ensure to add an option after selecting NY where it asks if user is registering for on or off campus

Deliverable:

• Update the forms with the feedback
• Merge all the forms into a separate jotform and give credentials to Steven by Tuesday

Date: 04/14/2020

Time: 3:00pm EST

Location: Google Hangouts/Zoom

Attendees: Mei, Shweta, Hunter, Tasmima, Steven

 

Agenda: 

• Discuss with other groups about the project
• Present to Steve and get feedback

Old Action Items:

• Present to Steven what we have discussed today on 4/14.
• Open a github account for Steven.
• Ask Steven to make a Jotform account and share the credentials. 
• Talk about payment and what to do about counties. 

Discussion:

• We want to fork team 1’s github code and we are considering adding more SBU logos and themes. 
  • Team 1 has sent edit permission to us
• NY has two forms 
  • One form if you reside in SBU
  • One if out of SBU.
• The top section of every form will be the basic information that the client’s database would need. 
• Every form on jotform has an embedded link which can be copied from going to “quick share” and plug it into github. 
• Client’s Jotform account: 
  • 30$ per month for up to 100 forms. 
  • We will integrate the google sheets into the client’s google drive which is why we need the account. 
  • Let’s test it out first with 5 forms and then Steve will go to his supervisor to create an account. 
• Client questions:
  • Will the google sheets be available still once the email we made up is gone?
    • Yes because it will be shared with the client’s email.
  • Jotform houses the completed forms?
    • Yes, it is possible to download all pdfs.
• Our questions:
  • When referred to the street address for the students basic information, do you also want it if it’s in SBU?
    • Building and room number is needed. 
  • Should Suffolk be pre filled for SBU? 
    • Yes please if possible pre fill zip code and county for SBU addresses.
  • How to start with absentee ballot forms?
    • Let’s start out with some states as a test. 
      • Use a state form that is not currently fillable and make it into fillable.
    • Is there anything we should mention at the end of the form?
      • Steve will write out what to say if we email it. 
• Client could upload the SBU logo on the drive. 

 

Deliverables:

• Absentee ballot: Use a state form that is not currently fillable and make it into fillable.
• Hunter and Shweta will put in as many state forms into jotform as possible. 
• Hunter make a fork of Hajime’s github
• Make comments on static codes so that they won’t be changed. 
• Everyone: upload the state forms from github into jotform. (voter+absentee form)
• Mei: work on the SBU address part. 

 

New Action Items:

• Next meeting TBD

Date: 04/02/2020

Time: 3:00pm EST

Location: Google Hangouts/Zoom

Attendees: Mei, Shweta, Hunter, Tasmima, Steven

 

Old Action Items:

• Researched and created samples for fillable forms with Typeform and Jotform
• Can utilize Adobe Acrobat (paid ver) to make pdfs fillable 

 

Agenda:

• Demo the forms we made using Typeform and Jotform, share pros/cons
• Confirm which form is more fit for what the client would like (Typeform vs Jotform) 
• Confirm the budget 

 

Discussion:

• Typeform
  • Pros: 
    • The interface is very nice looking
  • Cons
    • PDF should be sent to google drive but the format is all wrong
  • Shweta will go on a call with customer service to get help with this.
  • Price adds up because there’s many apps we have to subscibe to.
• Jotform
  • Pros:
    • When given a pdf, all the fields can be customizable and fillable. Can also add fields like student ID.
    • Option to integrate with google sheets or google drive
      • Google sheets allow to connect submissions with the form so the necessary student information can be stored in the client google sheet database. 
    • There’s an embed link which can allow jotform to go into the github page. So after you click voter registration →  new york state → jotform
  • Cons:
    • So far we haven’t been able to connect it to google drive
      • Maybe we can make the forms be emailed to the client
    • Might not be able to autopopulate based on existing filled out forms.
• Which do we think is better?
  • Jotform looks better to us. 
    • Shweta will keep working on typeform just in case. 
• Client budget
  • Jotform: 
    • 29.99$/month → create a 100 forms and receive 10,000 submissions a month.
• Voter App Documentation on google drive
  • Will be completed into a manual to help the client
  • Already consists of the email account that was created for the client’s use.

 

Deliverables:

• Look more into typeform
• Get more information about how to integrate google drive into jotform
• Find out if auto population based on existing filled out form is possible.

Action Items for Next Meeting:

• Thursday 4/9 3:00 pm

Date: 03/26/2020

Time: 3:00pm EST

Location: Google Hangouts

Attendees: Mei, Shweta, Hunter, Tasmima, Steven

 

Old action items:

• Determine if we’re using github for sure
  • If so, have him open a github account, take the account information.
  • Email scarlatos and make sure github is fine to use. 
• Find out if anything is changing 

 

Agenda: 

• Present to the client what we’ve done so far and take feedback
• Ask the client questions we need answers to

 

Discussion:

• Hunter’s github user interface demo part 1
  • Check registration→ google form to send student info to client’s database→ enter state → fillable pdf form of said state
  • Google form can be modified very easily
    • If forms change, a new one can be easily uploaded, replacing the old one. 
  • The forms that aren’t fillable, Mei Jia is working on converting them.
  • Autopopulation
    • We can make logic that would fork into whether student lives on campus or not.
• Github demo part 2
  • Absentee ballot → redirected to absentee ballot forms.
• Steve’s thoughts
  • Did we find methods to make the forms fillable
    • Hunter researched some methods but they had their issues that made it unuseable. 
    • Shweta looked into Docusign and Typeform which are APIs which allow client to take information a student inputted 
      • Docusign is also not free and is more complex
      • They are too complicated to use for the client because it requires a lot of coding even though it is a nice platform for users. 
    • Mei Jia is going to try to convert the forms using acrobat dc and put them into github
  • The interface that team 1 (task 1 and 4) created is nice → we should talk to them about it so we can bring these things together. 
  • What other platforms did we research?
    • Typeform: let’s explore the option a little bit more to see how nice it is because the client or his team is willing to learn in order to have a seamless experience. 
• Questions for Steve
  • What info should go in google forms?
    • Does student live on campus or not
      • If yes, autofill zip code and county. 
        • Drop down to say 100 circle road, 200 circle road 
        • Drop down of all buildings on campus
        • Field for room number. 
      • If no, then normal form. 
  • What would a student do if they live on campus and also in the city?
    • Students should have an option to register either on campus or off campus. 
    • We want students to register on campus so it’s more likely that they actually vote. 
  • Is there any budget so we could explore other options?
    • Let’s say if typeform is really nice and worth it, then Steve is willing to find a way to pay for it. 

 

Deliverables:

• Shweta: look at typeform more by next meeting
• Mei Jia: look into the fillable forms
• Make the google form. 

 

New Action Items:

• Next meeting: Next Thursday same time 

Date: 3/10/2020

Time: 2:30 pm – 4pm

Location: SAC 312

Attendees: Steve, Hunter, Mei Jia, Tasmima, Team 1, Team 3

Old action items:

Registering to vote

• Convert paper form to electronic system
• Fill out online → Be able to print out the form → sign form
• Auto-populate information if they live on campus

Absentee voting

• County have different voting process
  • Create site that has links going into details about each county’s process
• Intuitive process that can walk student through specific county

Agenda:

• Discuss and generate timeline of what deliverables should be produced by when
• Discuss what specific information is needed on forms; paper sample that is scanned into folder would be best
• Format for the absentee voting site on the different county’s voting processes

Discussion:

Note: Biggest priority is New York. So for parts 1-3 is easiest to start with NY then move from there.

• Part 2 goals:
  • We are only to use the state forms, not the national form.
    • The national form changes from time to time
      • Needs to be customizable
      • The information provided should be auto-populated so it could be printed right away.
        • The only thing that is written is their signature.
        • If possible, keep a record of the form as it is being auto-populated in a database.
          • Make sure the information isn’t being stored anywhere other than that database or google sheets.
          • Tie the response to student ID in the google sheets. (this is needed for part 3 as well)
        • Maybe use PDFs that can be edited on computer.
          • Allow Steve to put in new forms for when they change. (this is an option for part 3 as well)
            • The customize and form requirement will change depending on what we are capable of doing.

• Part 3 goals:
  • Data from for each state will be given by Steve.
    • Requirements from States
    • Requirements from Counties

• Hosting options:
  • Let’s look at the website hosted by the civic justice website and we can look at the back end and work from there.
    • We can add an extra page there.
    • Steve can control who has access to it.
  • Alternatively, we’ll look into you.stonybrook.edu
  • Ask Mike Gasparino, he’s in charge of the stony brook websites.
  • As long as the information is stored at a protected platform like google sheets, then the host can be less protected because nothing is stored there.
  • Research: Can we create a shortcut of a javascript so that it can be downloadable so it can be on multiple machines and on Steve’s laptop?
    • In this case, we can do python, not javascript.
    • If we can’t make a shortcut, we can do steps so it is runnable.
  • Heroku: cloud distributor→ allow more hours for free. 600 hours per month without a charge.
  • Github.io
  • Ask Scarlatos how these sites are being hosted.

 

• Flow of the UI
  • Page 1
    • Box with 1,2,3,4
  • Page 2
    • Logic state for all different “boxes”
    • Return
  • Page 3
    • Input information → Checking their voter status → Results of name, address that is in the system.
    • PDF to Print
    • Return

Deliverable:

• Website done by 3/10
• Design brief
• Meet 3/26 right here for a check-in.
• For part 1-3, finish functionalities for NY first by 4/3.
• Going forward, maybe we need to think about online meetings.
• Action item for Steve, he will upload whatever we need on google drive for NY.
• Make a doc on google drive with all of our info

Milestones Achieved:

• Our team now knows how to approach with the tasks at hand.
• All the teams are on the same page about who is doing what.
• We have a goal set that is due on 4/3.