Scope Statement. This application, modeled after the Office of the State Comptroller’s MACROS system, provided access, input, and updating capabilities to a single repository of contact information for state and local government officials. This application included:

• a decentralized data management process in which each state agency or local government was the owner of its respective contact information,
• role-based assignment of data owners and data entry operators,
• ability for the data owner to change, delete or add data,
• ability for all users to search, view, and export contact information, and
• ability for all users to propose a change to any record for the approval of the record’s data owner.

Role Designations. Individuals given access to the Contact Repository Application were responsible for updating contact information for people within their jurisdiction. Within the Contact Repository Application, two additional user roles were defined to support multiple security levels within the application. The roles are described below.

• A General User had the ability to search, view, and export contact information, and propose a change to any record for the approval of the record’s Data Owner.
• A Data Owner is the person within the organization responsible for the correct contact information for officials and professionals within the organization. This person could change, add or delete contact information for officials within that jurisdiction. A data owner also had all the rights of the General User.
• The Data Entry Operator was the person who completes the forms or enters data but is not the final check for the accuracy of the data within an organization. A Data Entry Operator also has the rights of the General User.

Functional Requirements. This application was created to provide a single, authentic directory of contact information about state and local government officials where the data could be monitored for accuracy by permitting each entity to be responsible for it’s own data. The basic functional requirements included the ability of the application to:

• Perform the functions listed in the Contact Repository Application Scope Statement.
• Provide all appropriate users access to the application via a standard web browser.
• Run within the Prototype system.
• Remain self-contained and not integrate with existing production systems.

More specifically, the most important aspect of the functional design was that all records of contact information had to be tied to a Data Owner. Each Data Owner was responsible for adding, changing, and deleting contact information for officials within their own jurisdiction.

Data Requirements. All data requirements in the Contact Repository Application were identified by the Prototype Team. The Team defined "public fields" that were accessible to General Users and then "private fields" available only to Data Owners and Data Entry Operators (See Tables 4 and 5).

Table 4. "Public" Data Fields Available to General Users

Field Name	Required	Comment
Last Name	Yes	Last Name of the Contact
First Name	Yes	First Name of the Contact
MI	No	Middle initial of the Contact
Salutation	Yes	Preferred greeting for the contact to use in correspondence, (Mr., Ms., Dr., Hon., etc.)
Suffix	No	Suffix to follow the last name of the contact (e.g., Jr., Sr., Esq., etc.)
Organization	Yes	Agency or municipality to which the contact belongs.
Title	Yes	Official title for the contact. One and only one is permitted. (See Job Function for recording additional job responsibilities).
Address 1 Line # 1	Yes	1st line of the primary address
Address 1 Line # 2	No	2nd line of the primary address
City 1	Yes	City of the primary address
State 1	Yes	State of the primary address
Zip 1	Yes	Zip Code of the primary address
Phone 1	Yes	Phone Number at the primary address
Fax 1	No	Fax Number at the primary address
Cell Phone # 1	No	Primary cell phone number for the contact
Email # 1	No	Primary e-mail address for the contact
Year End	No	Fiscal Year End
Legislative District 1	No	Legislative district served by the contact
Legislative District 2	No	Legislative district served by the contact
Legislative District 3	No	Legislative district served by the contact
Legislative District 4	No	Legislative district served by the contact
County	Yes	County served by the contact
Country	No	Country

Table 5. "Private" Data Fields Available to Data Owners and Data Entry Operators (in addition to all "public" data fields)

Field Name	Required	Comment
Address 2 Line # 1	No	1st line of the secondary address
Address 2 Line # 2	No	2nd line of the secondary address
City 2	No	City of the secondary address
State 2	No	State of the secondary address
Zip 2	No	Zip Code of the secondary address
Phone 2	No	Phone Number at the secondary address
Fax 2	No	Fax Number at the secondary address
Email # 2	No	Secondary e-mail address for the contact
Muni Code	Yes	Unique code that identifies the municipality
Owner	Yes	Owner of the data. Source for the most accurate up to date information for the contact.
Custodian	Yes	Custodian of the data. Authorized to make modifications to the contact data, including updates.
Office Expiration Date	No	Date that Term of Office Ends
Cell Phone # 2	No	Secondary cell phone number for the contact