2010 Election Administration Conference Voter Registration System (SVRS) December 15, 2010 1.

2010 Election Administration ConferenceVoter Registration System (SVRS)

December 15, 2010

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Agenda

• A Reflection on 2010 SVRS Program Accomplishments

• What’s Coming Up in 2011? EAC Survey March 2011 Build Redistricting SVRS Budget SVRS Data Clean-up

• December Production Hot-Fix

• SVRS Training Opportunities

An electronic version of this presentation will be made available on the SVRS Project Portal

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A Reflection on 2010 Accomplishments Baker Tilly

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Initiative Accomplishments

Online Voter Registration Solution Implementation

• Met the statutory July 1, 2010 go-live date per with Indiana Code 3-7-26.7 • Engaged counties and collected input and feedback on the enhancements to

the online voter registration solution prior to rollout• Received 33,943 Online Voter Registration Applications via

www.indianavoters.com for the 2010 General Election - - Roughly 10% of overall voter registration applications submitted between July 1, 2010 – November 2010 were done online

MOVE Act Compliance • Complied with Military and Overseas Voter Empowerment (MOVE ) ACT and House Enrolled Act 1109 requirements via several SVRS enhancements, including:

• Absentee Application and Ballot Tracking Updates• Update of Ongoing Absentee Business Rules• Voter Registration Tracking Updates• ABS-15 Updates• Removal of ABS-12 and ABS-3

• Deployed Absentee Tracking on the Public Site (www.indianavoters.com)• Offered IOT e-mail accounts to all 92 counties

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Initiative Accomplishments

Implementation of SVRS Enhancements

• Spent a total of 1,592 hours on the design, development, testing, and deployment of a spring and fall build in 2010

• Continued to improve SVRS communication by implementing notification/messaging hopper and hopper notification email forwarding enhancements.

Continue Enhancing www.indianavoters.com to Meet Voter Demands

• Continued meeting general public’s desire to have more services on-line by offering services such as OVRS, WOYB, absentee status lookup

• Improved some of the Public Portal’s user interface and maintenance capabilities

• Reduced number of voter calls to county, IED, and SOS offices during peak election processing season

• Continued to see a large amount of activity on indianavoters.com

A Reflection on 2010 Accomplishments (continued) Baker Tilly

2010 Primary 2010 General

Visitors 89,832 275,912

Webpage Hits 464,843 1,449,740

Pages/Visit 5.17 Pages/Visit 5.25 Pages/Visit

Average Time on Site 3:39 4:17

A Reflection on 2010 Accomplishments (continued) Baker Tilly

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Initiative Accomplishments

Clean Up and Set Up of SVRS Offices and Candidates

• Launched a large county outreach effort to clean up and standardize offices set up in SVRS

• Implemented “Who’s on Your Ballot?”• “Who’s on Your Ballot? “ received 207,925 webpage view and 75,690 visitors

during the 2010 General Election• Increased county usage of CEB Reporting tool in SVRS - 84 Counties

submitted their CEB reports via SVRS during the 2010 General Election

Mobile Device Accessibility to www.indianavoters.com

• Received 2,516 mobile device hits on www.indianavoters.com during the 2010 General Election - - 90% of the visitors were using iPad, iPhone, or Android mobile devices

• Accepted approximately 280 online voter registration applications via a mobile device since go-live

SVRS User Statistics*

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RegistrationsNew 114,294

Updated 204,059BMV Registrations Received 220,806OVR Registrations Received 34,249DOH Processing Received 54,391DOC Processing Received 18,711

AbsenteesApplications Created 375,854

Ballots Created 354,722Public Site Webpage Hits 1,901,258

IN SVRSWebpage Hits 17,641,034Number of Searches 3,518,431

Reports Generated 936,139* Statistics are through November 2010

A Reflection on 2010 Accomplishments (continued) Baker Tilly

What’s Coming Up in 2011? Baker Tilly

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EAC Survey

March 2011 Build

Redistricting

SVRS Budget

SVRS Data Clean-up

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Election Assistance Commission (EAC) Survey Baker Tilly

• 2010 General Election EAC Survey is due on February 1, 2011

• Survey will compile data acquired from counties, state SVRS reporting, and custom reporting

• Similar to the survey in 2008, Baker Tilly will collect data using Zoomerang survey and collecting data in several surveys including:

1) Voter Registration

2) Election Day Administration

3) Provisional Ballot Information

4) Absentee Ballots for Domestic Civilians

5) Voting Equipment

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March 2011 Build Highlights Baker Tilly

• Tentative Implementation Timeline- The 2011 March Build is slotted for deployment into the SVRS Sandbox environment

on the evening of February 24, 2011.- The 2011 March Build is slotted for deployment into the SVRS Production

environment on the evening of March 17, 2011.

• The focus of the March Build will be around the following: - SVRS and www.indianavoters.com changes around OVRS, WOYB, and MOVE Act- Critical SVRS Users Enhancement Requests- Poll Module Updates- Windows 7 Compatibility

2011 March Build Enhancements Baker Tilly

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Title Descriptions

WOYB – Display Precinct Split Level Results

Currently , the “Who’s on Your Ballot?” search results shows only precinct level results. This enhancement is to display the results to the precinct split level when a voter looks up their ballot based on their registration or selects their precinct. 

OVR – Match Functionality for BMV Record/Application Match

Create a matching algorithm similar to what exists today when matching agency records to existing voter records. This matching algorithm would provide the user with an overall confidence level that would be presented at the top of the BMV data (next to BMV record header) instead of for each individual component.

OVR – Data Capitalization This enhancement is to have all OVR data capitalized.  This includes all data being displayed in SVRS hopper, VRG, voter record, etc. 

OVR – Date on Daily Batch Report

This enhancement is to add the date of the OVR batch that is generated daily in the Batch reports hopper. Currently the batch is generically named the same each day and does not make it easy to identify when they were from in the printing process without opening the file.

OVR – VRG Generation Capability

This enhancement gives SVRS users the ability to generate a VRG "on demand" from the voter report library (Voter Overview > Voter Reports) based on the information in the voter's current registration.  Generation would also create a correspondence record when the VRG was printed. 

Update Absentee Ballot Status on www.indianavoters.com

Currently, the website is displaying all ABS applications/ballots for a voter during a particular election, including ones that have been superseded and cancelled. This is confusing to a voter who just wants to see his/her most current ABS application or ballot status.

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Title DescriptionsReports Naming Standards and Extensions

Currently when reports generate and post to the scheduled & queued report on the SVRS homepage, reports that have existing similar files already in the hopper will add numbers to the end of the file name.  This added number sometimes effects a number that is already on the file name based on a naming convention such as a precinct with a number extension.  In extreme cases, such as in batch generating poll books for a county with many numbered precincts, the numbers can change when posted and make the file names misalign with the report. 

Cursor Location on Page Entry Default Updates

This enhancement is to update several pages in SVRS to default the cursor to be automatically located in the “Last Name” search field for the users to be able to type in immediately rather than click into the field first. 

ABS Batch Generation of ABS Labels Update

This enhancement is to add the ability for SVRS users to generate and batch ABS labels separately for absentee voters based on their status.  The user would like to be able to generate a batch of labels for all combinations of domestic ABS voters, military, overseas, military/overseas.   

BMV and OVR Hopper Alignment

enhancement is to update both the Online Voter Registration and Bureau of Motor Vehicles’ hoppers and hopper search modules to align together. The updates include:updating buttons, updating print icons, updating formatting and layout changes.

CEB / Election Reporting Access Prior to Election

During the 2010 Primary Election reporting process several counties had issues with the correctness of the candidates and offices being displayed in the election results capture screens.  In an effort to provide the ability for counties to see the screens and validate the correctness prior to the election, this enhancement is to provide counties read only access to the CEB reporting screens prior to the election.

2011 March Build Enhancements (continued) Baker Tilly

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Title DescriptionsCounty View of Ballot Ready Date

Counties have asked for the ability to view the ballot ready date set for their county for each election. 

VAC Card DOB In the August 2010 build the Date of Birth was removed from the Voter Acknowledgement Card.  The DOB was located in the bottom right hand section of the card under the Transfer Request or Change of Name section which was updated in the previous enhancement. This enhancement is to add the DOB back to the VAC Letter version. 

Candidate Copy Feature - Filed Date

The system is working as designed when a user copies a candidate from a Primary to a General Election.  However, if a user copies an older candidate record (from past years), the user is not prompted to enter a new candidate filing date.  This results in a copied record for 2010 with a Filed Date from a 2006 or 2008 election.  The enhancement will update the Filed Date to = the current date (Today) during the copy process. This would move the date forward into the correct year without add steps to the copy process.

Poll Module Speed and Performance Analysis

This enhancement is to analyze and explore the speed and performance of the poll module.  In recent county outreach and county surveys there was clear feedback from counties regarding the speed of the poll module being much slower than other areas in SVRS (Voter, Absentee, etc).  This enhancement is to look for areas of changes or adjustment that could be made in the current poll module design that could increase the speed. 

Poll Module - Poll Worker Assignment Report Updates

This enhancement is to make updates to the current report for Poll Worker Assignment Report.  Report Enhancement Includes:• Display only one poll location per sheet for distribution to inspectors• Display all contacts added to poll location, currently only the primary contacts are displaying• Display all captured fields for the poll location including the “Voting Room”• Display poll workers added as “Youth” workers, currently these are not displayed but are captured on the roles.

SVRS Compatibility with Windows 7 and Vista

Currently, SVRS is only certified with Windows XP and several counties are starting to move to Windows 7.  Counties has stated that the batch scanning functionality does not work with this new operating systems.

2011 March Build Enhancements (continued) Baker Tilly

Redistricting Baker Tilly

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Title DescriptionsProposal Search Enhancements

1. Add the capability to search by: Proposal Name Precinct Date Applied2. Default to “starts with”. If nothing is entered in the search fields and the Search button is

clicked, then the search grid will display all proposals entered.3. Add a new column to the search grid called “Date Applied”. The column should appear

after the “Status” column and before the “Addresses” column. District Refresh - Batch Reprecincting for Voters Not Requiring Moving Precincts

Choose District Refresh for those cases when only districts change within the existing precinct and/or split number.Allow more than one precinct and/or splits to be selected. Update the voter district information upon clicking the Save button.This enhancement updates the district for entire precinct/splits. The required reports to reconcile are still required. The enhancement may be limited to TBD maximum set of selected precincts.

Reprecincting Proposal View Screen Changes

Default the “Generate Acknowledgements” selection to unchecked.

• In preparation for redistricting as a result the 2010 Census, Baker Tilly has had sessions with Quest and Counties to development enhancements to make the utilized modules more effective and to get county feedback on the process to make changes

• Several enhancements are being developed to handle mass updating of precinct key and the resulting reprecincting of voters

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SVRS Budget Baker Tilly

• As SOS and IED mentioned during the July 2009 – June 2011 State budgeting process, the federal HAVA funding has run out for supporting the SVRS Program

• The General Assembly’s approval of the July 2011 – June 2013 SVRS Budget will largely dictate what SVRS support services that SOS and IED can offer counties between July 2011 and June 2013

• Similar to the economic situation at the local government level, SOS and IED will be facing some obstacles with getting the full SVRS funding approval

• As counties do future budgeting, Counties should keep in mind that various services may be unavailable or diminished starting July 2011, including:

- SVRS Network Connectivity for Counties requesting State-provided network connectivity

- Training

- County Outreach

• Counties should also budget for SVRS hardware maintenance and replacement since the equipment is 5+ years old

• Please see two SVRS budget memos sent to counties back in early August for additional information

Data Clean Up Baker Tilly

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DescriptionCounts

(As of Monday, December 13, 2010

Not Assigned Voter CountNumber of voter registration records that exist without a ballot designation assigned to them.

1,378

No AddressPoint

Number of voter registration records that exist with no address point record.

2,293

DifferentAddress Point

Number of voter registration records with a precinct split that doesn't match the address point's precinct split.

2,886

Points Missing SplitsNumber of address points within a county that do not have a precinct split assigned to them.

1,196

Different Districts

Number of voter registration records within the same precinct and split, but with different districts assigned to them

1,423

Inactive Voter Registration Record for 2 General

Elections

Number of voter registration records that have been in ‘inactive’ status for 2 General Elections and eligible for cancellation

27,727

With the close of 2010, the SVRS Project Team will be working with counties to address SVRS data exceptions, voter list maintenance activities, and election office data clean up

SVRS Data Clean Up Quest

SVRS Office Data Clean Up• Evaluate 2011 Primary Election data for Local and Political Party offices.

- Use State standard naming convention. Refer to SOP: Office Naming Standards in SVRS – EM4.2.

- Review Office Detail data and make the necessary modifications. Refer to step-by-step: Office Clean-up Process

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SVRS Data Clean Up (continued) Quest

SVRS Office Data Clean Up

• Tie Offices to the 2011 Primary Election- Election, Election Search

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Step 3

SVRS Data Clean Up (continued) Quest

SVRS Office Data Clean Up

• Tie candidates to the election.

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SVRS Data Clean Up (continued) Quest

SVRS Office Data Clean Up

• Check work by running Candidate Information by Precinct Report- Reports Library, Election Category

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SVRS Data Clean Up (continued) Quest

SVRS Voter List Maintenance Clean-up

• Continue to review and edit records in the Voter Exception areas.

• Review Precinct Key district information.

• Review the length of Precinct Split names.- Issues with long Precinct Split names and printing on 8 ½ x 11 poll books.

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Title DescriptionOVR Tool-tip Confidence Factor

Corrected the OVR tool-tip confidence factor window display for a duplicate match scenario.

ABS-1 Applications The time has been removed for each of the deadlines in the A, B, and C sections of the ABS-1 applications generated from SVRS.

CEB Header Display The CEB header title now displays correctly when generating CEBs one after another.

Posting the Vote The “temporary overseas” flag was removed from the voter side several builds ago. However, the data clean-up to change the voter status on the existing records was not done. The clean-up is finished and votes can now be scanned successfully.

Production Hotfix Quest

SVRS Production Hotfix

• Production Hotfix schedule: Evening of 12/16/10

• Hotfix items included:

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Proficiency Management & Training Services Quest • Quest will continue to work with counties who share districts.

- Become familiar with Shared District Procedures.

• County visits continue to be scheduled.

- If you would like to request a visit, please submit an e-mail to Joe McLain for approval.

• Upcoming Web Training Sessions include:

Month Training Topic DateJANUARY Auto-Cancel Process 01/05/2011 (10-11:30am EST)

01/11/2011 (10-11:30am EST)Election, Office, and Candidate Setup 01/27/2011 (10-11:30am EST)

FEBRUARY Election, Office, and Candidate Setup 02/02/2011 (10-11:30am EST)MARCH Absentee 03/16/2011 (10-11:30am EST)

03/23/2011 (10-11:30am EST)March Build Overview 03/15/2011 (10-11:30am EST)

03/21/2011 (1:30-3:00pm EST)APRIL Absentee 04/06/2011 (10-11:30am EST)

Election Prep 04/07/2011 (10-11:30am EST) 04/11/2011 (1:30-3:00pm EST)

Certificate of Error Processing 04/12/2011 (10-11:30am EST) 04/19/2011 (10-11:30am EST)

MAY Post Election Processing 05/05/2011 (10-11:30am EST) 05/10/2011 (1:30-3:00pm EST)

JUNE Redistricting 06/02/2011 (10-11:30am EST) 06/07/2011 (10-11:30am EST)

SVRS Project Team Resources and Contact Information

State

• Joe McLain ([email protected] or 317.234.8683)

Baker Tilly

• Andrew Schuman ([email protected] or 414.777.5529)

• Brandon Stroschein ([email protected] or 612.876.4756)

Quest

• Quest Help Desk ([email protected] or 888.467.8771)

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