Suggestions for Re-design of E-filing System for Charity and Fundraiser Registration

Dear Registration Services Provider,

 

As you may already know, our office is in the very early stages of re-designing its e-filing system for charity and fundraiser registrations. As a provider of registration services (third-party filer) for several charity and fundraiser clients who register in Colorado, you have had the most experience with our current e-file system. So, we are interested in your thoughts on how to improve the system.  We want your suggestions for making the new e-file system easier to use and more useful to potential donors; we also welcome any comments about the current system -- positive or negative -- that will help us write the requirements to make the new system better.

 

We will be looking at every aspect of the online registration process to see which features are working well, which need improvement, and which new features should be added. So, please comment on any part of the registration process that you would like to see preserved, improved, or added.

 

As a reminder of how our system works, I’ve grouped the main features of our e-file application into subject areas below, but you are welcome to provide comments in any manner you’d prefer.

 

Please send your suggestions to chris.cash@sos.state.co.us , and thank you very much for your help with this project!

 

Sincerely yours,

 

Chris Cash

Charities Program Manager

Colorado Department of State

Business & Licensing Division

1700 Broadway Ste. 200
Denver CO  80290

(303) 894-2200 ext. 6407

 www.sos.state.co.us

  

  

Charities and Fundraisers E-File Application - Features 

 

User IDs and Passwords - user ID and password formats (i.e. what constitutes a user ID and the parameters for passwords), how user accounts are created, type and amount of information collected for a user account, how passwords are re-set, how many people can enter data for an organization, how many authorized officers can sign, and how many people may receive notifications.

Coordinated Filings. The kinds of data we can pull in from related filings to save customers time re-typing data already on file with our office. This might include pulling address information from a paid solicitor’s registration into a solicitation notice or pulling registered agent information from the business organizations database into the charity and fundraiser registration forms.

Late Fees. The timing and content of reminders and delinquency notices, assessing and paying late fees, methods of payment, late fee waiver application.

Charity Registration. Instructions, type of information collected, method of payment, how to sign, presentation (the form itself), confirmation of approval or rejection notice.

Charity Financial Form. Instructions, number and type of line items, method of payment, how to sign, presentation (the form itself). 

Paid Solicitor Registration. Instructions, type of information collected, method of payment, how to sign, presentation (the form itself), confirmation of approval or rejection notice.

Solicitation Notice. Instructions, type of information collected, method of payment, how to sign, presentation (the form itself), confirmation of approval or rejection notice.

Solicitation Campaign Financial Report. Instructions, number and type of line items, obtaining signatures, method of payment, presentation.

Professional Fundraising Consultant Registration. Instructions, type of information collected, method of payment, how to sign, presentation (the form itself), confirmation of approval or rejection notice.

Complaint Form. Used to file a complaint about a charity, paid solicitor, or professional fundraising consultant.

Exemption Form. NEW. This would allow charitable organizations exempt from the requirement to register to be included in the registry, and provide better assurance to donors that an organization is in compliance with state law.

Extension Form. This form is available to charitable organizations that need more time to renew their registration and file their annual financial report. Instructions, number and type of line items, how to sign.

Fiscal Year Change Form. This form allows charities to change their fiscal year and file a short-period return. Instructions, number and type of line items, how to sign.

History. This is the public record of an organization’s filings, notices, and fines, including reference numbers and cross-references to related documents.

IRS Form 990 Feed. This is a third-party subscription service that feeds Form 990 images to each organization’s record. Filers are not required to file the Form 990 with our office, but we provide the images as a customer service.

Notices. The timing, number, and content of reminders, delinquency notices, suspension notices, payment receipts, approval confirmations, rejection notices.

Queries. The search criteria available for searching the database, including advanced search options. May also include certain pre-formatted searches, e.g. all registered charities located in a particular county or zip code.

Registered Agent Search. A tool to search for registered agents or obtain commercial registered agent reports (which allow registered agents to confirm all the organizations that have named them).

Reports. The number and type of available reports that can be run on demand, e.g. all suspended registrants, all registrants in a particular county, all registrants with gross income over $100,000, all current solicitation campaigns, etc.

Screen Flow. The user interfaces presented to filers as they fill out our forms, how users move around within a form, signature pages, payment receipts, confirmation screens (print copy for your files), landing page and messages after completion of a process, how to move back and forth between an incomplete form and the organization’s record summary or the main charities page.

Search Screen. The available search criteria for searching the charities and fundraisers database and how search results are displayed.

Summary Page. The information on the first summary page a filer or the public sees about an organization when it clicks on its record.

Training. The content, clarity, and accessibility of instructions, FAQs, eLearning topics posted on the website.

Website. The organization, content, and clarity of information posted on Charities and Fundraisers section of the Secretary of State’s website.