Post-Election Public Working Group

Purpose

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.

Objectives

• 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

Deliverables

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

Process Under Consideration

Post-Election Process Model

 

Post-Election Process Information

For Sussex County, NJ see "SCNJ Election Handbook" pages 28 through 34.

*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
• The state's website has 3 methods of reporting results – a webpage that utilizes Javascript, webpages that are in HTML only and .JSON files for news organizations

*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
• The state's website has 4 methods of reporting official results – a webpage that utilizes Javascript, webpages that are in HTML only, .JSON files for news organizations and CSV data files that include results by district and precinct.
• 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
  • Governor
• 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:
  1. Copy of database upon completion of the proofing process
  2. Copy of database with uploaded L&A results
  3. Copy of database with results of transmission testing (if applicable)
  4. Copy of database with Public Test results
  5. Copy of the database after Early Voting results upload
  6. Copy of database from Election Day results upload
  7. Copy of database from 100% Verification
  8. Copy of database from Absentee 1 Canvass (one for regular and if applicable one for challenged ballots)
  9. Copy of database from Provisional Canvass
  10. Copy of database from Absentee 2 Canvass (one for regular and if applicable one for challenged ballots)
  11. Final Official Election Database
  12. Recount Database (if applicable)
• Reports generated at each of the following steps must be archived:
  1. Transmission configuration and testing
  2. Pre-Election L&A testing
  3. Election Day (Zero Election Summary report)
  4. 100% Verification
  5. Absentee 1 Canvass (one for regular and if applicable one for challenged ballots)
  6. Provisional Canvass
  7. Absentee 2 Canvasses (one for regular and if applicable one for challenged ballots)
  8. Write-in candidate tabulations (general election only)
  9. Recount (if applicable)
• Paper ballots, ExpressVote activation cards, voter authority cards signed by the voter and any other documents signed by the voter during the election must be retained for 22 months.

*Election Official archives Election Equipment*

*Election Official audits Election Information*

*Election Official audits Election Equipment*

*Election Participants accept Official Election Results*

*End Election*

See also Full Process Information

Logistics

Meeting Information:

The NIST Voting System Post-Election Requirements Working Group will meet by telecon; date and time and connection details to be announced.

Next Meeting

New Save the Date! Learn more about this public working group and how to use this TWiki page.

November 18, 2015

3:30 p.m. eastern time

Meeting Archive

Place archived meeting information here.

Officers

Chair

Name: Linda Lamone

Email: Linda.Lamone [at] Maryland.gov (Linda[dot]Lamone[at]Maryland[dot]gov)

Affiliation: EAC TGDC Member (Board of Advisors Representative)

Vice-Chair

Name: Helen Purcell

Email: HPurcell [at] risc.maricopa.gov (HPurcell[at]risc[dot]maricopa[dot]gov)

Affiliation: EAC TGDC Member (Board of Advisors Representative)

Agency Lead

Name: Ryan Macias

Email: rmacias [at] eac.gov (mailto:rmacias[at]eac[dot]gov)

Affiliation: Election Assistance Commission

Members

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Membership Information:

Participation in this Working Group is open to all interested parties. There are no membership fees.

• List of mailing list members (TBD)

Latest Working Documents

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Resources

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Websites

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Email List

Email List Name: vvsg-post-election

To join the list or find more information about list policies and related procedures, please visit the VVSG Working Group Lists page.

Relevant Documents

Reference relevant documents here.

Charter:

Definition:

Policies and Procedures:

Reference Architecture:

Work To-Date:

Technology Roadmap:

Vocabulary:

Publications:

Attachment	Date	Comment
California_EC_post-election-canvassing-results.pdf.pdf	2016-01-23 - 19:11	California Election Code Sections for post-election canvassing requirements
California_EC_results_reporting2012.pdf	2016-01-23 - 19:11	California Election Code Sections for results reporting requirements (2012)
California_Elections-officers-digest-2016.pdf	2016-01-23 - 19:13	California Elections Officers Digest (2016)
California_PEMT-regsexpired.pdf	2016-01-23 - 19:14	California Regulations for Post-Election Manual Tally (PEMT)
California_PEMT_working-group_report.pdf	2016-01-23 - 19:15	California PEMT Working Group Report
California_Recount_regs.pdf	2016-01-23 - 19:13	California Regulations for Recounts
California_audit-log-best-practices-060110.pdf	2016-01-23 - 19:11	California Audit Log Best Practices
California_audit-log-report.pdf	2016-01-23 - 19:10	California Audit Log Report
California_pemt-instructions.pdf	2016-01-23 - 19:15	California PEMT Instructions
California_uniform-vote-count-standards-v3FINAL-5-23-12.pdf	2016-01-23 - 19:16	California Uniform Vote Counting Standards
EVS_DS200_PostElectionDay.pdf	2016-01-27 - 14:29	ES&S Post Election Day Manual
HV-Check-Out_Check-In_Sheet_CG15_HarveyCty.pdf	2016-01-19 - 20:00	Harvey County
HV-Report_and_Claim_Form_CG15_HarveyCty.pdf	2016-01-19 - 20:00	Harvey County
Louisiana_Law_Election_Returns.pdf	2016-02-15 - 17:19	Louisiana's law on election returns
Ohio_-_Canvassing_the_Vote.pdf	2016-01-20 - 14:29	Ohio - unofficial and official canvass instructions
Ohio_-_Post-Election_Activities.pdf	2016-01-20 - 13:37	Ohio's post-election activities directive - how Ohio boards conduct post-election audits, recounts, and contests of election.
PostElection_MO.pdf	2016-02-09 - 00:25	Missouri Post Election Processes
SCNJ_Election_Handbook.pdf	2015-12-07 - 16:38
Scytl_Election_Night_Reporting_-_DIGITAL_-_110915.pdf	2016-02-02 - 18:55	Scylt Election Night reporting
california-vss_certification-matrixDRAFT.xlsx	2016-02-07 - 20:43	California Voting Systems Certification Matrix