This working group is for the discussion and development of requirements-related information for voting systems, intended ultimately for inclusion in the Election Assistance Commission (EAC) Voluntary Voting System Guidelines (VVSG).The focus of this working group is on requirements addressing post-election activities, including tabulation, reporting, reconciliations, auditing, and certification.
Document the high level steps and processes necessary to close out an election and conduct post election activities like canvassing and auditing.
Identify the necessary functionality of election systems needed to administer post election activities and processes.
Include or upload your step-by-step procedures used in various jurisdictions to accomplish each post-election process
List of Current Deliverables:
Complete first draft of election processes by December 7, 2015.
Complete identification of necessary system functionality to serve the election processes by January 15, 2016
Finalize election processes and functionality by February 10, 2016
*Election Official transfers data to local Election Official*
USB Memory Device Runners return the USB memory sticks to the local election office (LEO) or a regional collection site (if applicable).
The memory devices are transferred to the LEO staff
The LEO staff verifies the count and serial numbers of the USB memory sticks against the media creation log to prepare for the tabulation of unofficial results
*Election Official tabulates Unofficial Results*
On the Election Night reporting network, the Election Reporting Manager (ERM) operator initiates the ERM program and prints a Zero Report.
The ERM operator initiates the EXP Utility. The EXP Utility will generate 2 types of result files – XML and CSV. On Election Day, the XML file will auto generate and be transferred to the state office at 5 minutes intervals once it has been initiated by the LEO. The CSV files will be manually exported and uploaded to the state at predetermined times.
The LEO uploads early voting and election day results into ERM
The state reviews the XML file to determine precinct reporting status
Once early voting and election day results have been uploaded, the USB memory sticks are placed in a secured location (safe or locked restricted access area) until the 100% Verification begins
*Election Official reports Vote Totals to Election Results Consumers*
After the polls close the poll worker will post a copy of the totals tape from the tabulator on the wall of the voting location
As results are uploaded into ERM, the LEO will generate cumulative and by canvass results reports for distribution and online posting
The XML files generated by EXP and transferred to the state are imported into a database at 7 minute intervals.
Once in the database, the results are exported to the state's website
*Election Official reports Official Election Results*
The USB memory stick serial numbers are validated by the LEO against the Logic and Accuracy (L&A) forms that were completed when the sticks were initially created
Prior to uploading results into the certified network, the LLEO prints a zero totals report
The LEO uploads and archives the USB memory sticks from early voting and election day into ERM on the certified results network
As the LEO uploads results into ERM, Electionware tracks the uploaded sticks, acquires the results, captures ballot images and electronic vote cast records
After all Early Voting and Election day results have been uploaded, the LEO exports an XML file that contains results by group and by precinct and sends it to the state over a secure network
The state compares the XML results file against the poll book log files to determine if there are any deviations between the results and the number of voters checked in on the poll book and reports the findings to the LEO. If deviations are greater than the threshold defined by regulations, the LEO must investigate and report back to the state.
Prior to the Absentee and Provisional canvasses, the state generates a Multiple Status Report (MSR) which includes voters that have been issued more than one ballot in the election. The MSR is sent to the LEO to determine whether or not to reject an absentee or provisional ballot.
The LEO uploads and archives the Absentee and Provisional results into ERM while Electionware tracks the uploaded sticks, acquires the results, and captures ballot images and electronic vote cast records.
The LEO exports CSV result files for importing into the Agency Election Management System (AEMS).
The AEMS generates the official results reports and canvass sheets that the LEO verifies for accuracy against the result reports generated from ERM.
Once the LEO completes the verification of the official results report and canvass sheets, the local board of canvassers signs the canvass sheets.
*Election Official reports Official Election Results to Election Results Consumers*
After the LEO completes the upload process for each canvass, the LEO will generate cumulative and by canvass results reports for distribution and online posting
The LEO will generate an XML file and transfer that file to the state after the completion of each canvass
The state will import the XML files into a database and the results are exported to the state's website
Each LEO retains an original signed copy of the canvass sheets and sends original signed copies to the:
County Clerk of Courts
The State Election Official
Official Results are also posted on the Maryland Manual On-Line website managed by Maryland State Archives
*Election Official corrects Election Operation Errors*
The state distributes to the LEO a ballot reconciliation report that compares ballot cast against voters that were checked into the poll book. If the number of voters who checked in on the poll book is lower than the number of ballots cast, the LEO must determine if all poll book log files have been sent to the state. If the number of voters who checked in on the poll book is higher than the number of ballots, the LEO must determine if all USB memory sticks from the tabulators have been uploaded into ERM. If the LEO determines that all log files have been collected and all results have been uploaded and the deviation persists, the LEO must investigate and report its findings to the state. This must take place prior to the certification of results.
LEOs use the following steps to reconcile the unofficial Early Voting and Election Day results with the 100% Verification Results:
Print and Compare Reports. Compare the Election Summary Report printed from the LEO Election Results network during Early Voting and on Election Day with the Election Summary Report printed from the certified network
If there is a discrepancy between the reports determine the reason for any vote discrepancy between the Election Day Results and the 100% Verification Results.
If the discrepancy is the result of failing to upload all USB memory sticks on Election Day, the LEO will note the missing USB memory stick(s) on Election Day, and confirm that the difference in vote totals equals the number of votes on the USB memory sticks not uploaded on Election Day.
If the discrepancy persists despite all USB memory sticks being accounted for, LEO will verify that the number of voters checked in to vote and/or the number of Voter Authority Cards matches the total number of voters that voted on the tabulating units.
If discrepancies persist, LEO will contact the state.
*Election Official archives Election Information*
Each LEO performs various backups throughout the election:
Copy of database upon completion of the proofing process
Copy of database with uploaded L&A results
Copy of database with results of transmission testing (if applicable)
Copy of database with Public Test results
Copy of the database after Early Voting results upload
Copy of database from Election Day results upload
Copy of database from 100% Verification
Copy of database from Absentee 1 Canvass (one for regular and if applicable one for challenged ballots)
Copy of database from Provisional Canvass
Copy of database from Absentee 2 Canvass (one for regular and if applicable one for challenged ballots)
Final Official Election Database
Recount Database (if applicable)
Reports generated at each of the following steps must be archived:
Transmission configuration and testing
Pre-Election L&A testing
Election Day (Zero Election Summary report)
Absentee 1 Canvass (one for regular and if applicable one for challenged ballots)
Absentee 2 Canvasses (one for regular and if applicable one for challenged ballots)
Voting TWiki Archive (2015-2020): read-only, archived wiki site, National Institute of Standards and Technology (NIST)
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