Software Version 2.13 Release Schedule–we have entered the final week before the introduction of the newest version of QVF software. The software includes some significant changes that will assist in the administration of consolidated elections.

 

There have been numerous database enhancements happening behind the scene that will make this particular software upgrade critical to future versions of the software as well as the security of your voter data. This upgrade will also be one of the most demanding and time consuming upgrades that we have ever attempted. We expect long replication times, extending from 4 to 12+ hours. We are anticipating that the top fifty sites, in order by size, will require a high-speed connection for this upgrade. We will be monitoring replication from Lansing to identify sites that are unsuccessful in replicating; arrangements to have these sites replicated off-site are underway. This could extend the period in which sites will be without access to the QVF of up to a week. This will take both time and patience and will require a great deal of cooperation.  Sites connected to the Internet through a high-speed connection will experience much shorter upgrade times. If your site has considered using a high-speed Internet connection in the past, this upgrade provides a substantial argument for the changeover. Please see the guidelines contained in the final section of this document covering the use of a high-speed connection.

 

This upgrade requires that all sites replicate before the end-of-business on Friday, December 9^th. Failure to do so will result in data loss and will further delay the upgrade process for other sites. If you will be out of the office, please ensure that a co-worker will be available to replicate the server in your absence.

 

Things to do this week:

 

• Perform a backup of your comments and signatures using QVF Backup and Restore.
• If you are a county that participates in the Remote Access Program (pcAnywhere), remind all sites that they will not be able to access the county QVF server starting on December 10^th until you have successfully updated your software. If you are a site participating in the Remote Access Program, see the instructions below for steps to disable pcAnywhere.
• If you are planning to be out of the office, arrange for someone in your office to be available to perform the upgrade.
• Perform all inbox operations Friday before your final replication.
• Print any outstanding jobs left in your Local Report Queue.

Friday December 9, 2005 - PM:

• Empty your local report queue.
• Empty your inbox.
• Backup your signatures.
• Replicate when you have completed use of the QVF for the week.  Failure to do a replication could result in loss of data. 
• Turn offyour server after completing a manual replication!
• DO NOT MAKE ANY CHANGES IN THE QVF AFTER COMPLETING A SUCESSFUL REPLICATION.

Monday December 12, 2005 - AM:

You will receive an email and/or fax requesting that you manually upgrade your software using the QVF Server Manager. 

• Open the QVF Server Manager
• A message will appear, reminding you that no other programs should be open.  Click OK.  All boxes will check automatically.
• Click on UPDATE SERVER NOW.  The new software will download first and then a replication will take place.  Remember:  This could take 10-12 hours, depending on the size of your jurisdiction or county.  County machines will likely take a particularly long time.  
• When the notice SERVER UPDATED SUCCESSFULLY appears, click on OK. 
• You may now use the QVF program.  (See the QVF Desktop Reference Manual, page 13-1 for more details.)
• DO NOT MAKE ANY CHANGES IN THE QVF UNTIL AFTER THE UPGRADE PROCESS COMPLETES SUCESSFULLY.

AttentionCountyRemote Access Users –

 

Because of the massive scope of this upgrade, we expect many challenges.  It is even possible that we will delay the upgrade for a week.  We encourage you to be prepared to do without the QVF for at least a day or two the week of December 12.  In some cases, it may be necessary for us to bring your machine to Lansing for the upgrade.  While we understand that this may cause some inconvenience, this is not a busy time of the year for most QVF users so it is the best possible time to undertake this project.  We thank you in advance for this cooperation.

 

Please watch carefully for project updates this week.  We expect to publish several editions of “News You Can Use”in the next few days.

 

High-speed Internet/LAN Connections –Many QVF sites have chosen to upgrade their connection to a high-speed Internet connection for replication and other QVF administration needs. If you were considering the change to a high-speed connection, use the following rules to insure the process is complete successfully:

 

• Do not join the QVF server to a domain.
• Sites utilizing a firewall must have the following ports open:
  • TCP port 5631, UDP port 5632 –pcAnywhere [optional]
  • TCP ports 1521 and 1526 –Oracle
  • TCP port 21 [FTP] - QVF software updates

·                                 Host sites participating in the Remote Access Program will still require a phone line allowing remote sites access to the QVF Server.

 

We recommend that experienced computer technicians only perform this change and that they follow the guidelines above. IF YOU OR YOUR TECHNICIANS HAVE QUESTIONS, PLEASE CALL AND ASK BEFOREHAND. Once a site has converted over to a networked/high-speed Internet connection, it will be that site’s responsibly to troubleshoot any connectivity related issues. **Any costs associated with obtaining a high-speed connection are the site’s responsibility.

 

Please contact the QVF Helpdesk before making any changes to the QVF Server