Idaho Procedures M100 OPTICAL SCAN PRECINCT TABULATOR

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  • Verify certified firmware and software versions on each unit. Document with date, ES&S technician, and responsible county observer(s).
  • Track performance of each unit
  • Exception Ballots Election computer backup and failure procedure.
  • must be calibrated by the vendor
  • how your election will be programmed
  • Idaho Procedures M100 OPTICAL SCAN PRECINCT TABULATOR

    1. 1. Idaho Procedures M100 OPTICAL SCAN PRECINCT TABULATOR
    2. 2. OVERVIEW <ul><li>Security and Chain of Custody Plan </li></ul><ul><li>Certified System Software Version </li></ul><ul><li>Acceptance Testing </li></ul><ul><li>Ballot Management Plan </li></ul><ul><li>Tabulation Plan </li></ul><ul><li>Documentation Plan </li></ul><ul><li>Staff Training </li></ul><ul><li>Poll Worker Training </li></ul><ul><li>Voter Information Campaign </li></ul>
    3. 3. Security and Chain of Custody <ul><li>Election computers, computer ballots files, ballots, tabulator(s), and all PCMCIA election definition and results cards must be secured at all times. </li></ul><ul><li>Counties must develop written security procedures </li></ul><ul><li>Operate in teams </li></ul><ul><li>Sign off forms </li></ul>
    4. 4. Certified System Software <ul><li>M100 version 5.2.1.0 </li></ul><ul><li>Election Data Manager, (EDM) version 7.4.4.0. </li></ul><ul><li>ES&S Image Manager, (ESSIM) version 7.4.2.0. </li></ul><ul><li>Hardware Programming Manager, (HPM) version 5.2.4.0. </li></ul><ul><li>Data Acquisition Manager (DAM), version 6.0.0.0. </li></ul><ul><li>Election Reporting Manager (ERM), version 7.1.2.1. </li></ul><ul><li>Audit Manager, version 7.3.0.0. </li></ul>
    5. 5. Acceptance Testing <ul><li>Validate the performance of the system before acceptance. </li></ul><ul><li>The purpose of acceptance testing is to ensure that the entire system is reading ballots, tabulating and reporting as specified. </li></ul><ul><li>Function test with test deck </li></ul><ul><li>Load test - 50 ballots </li></ul>
    6. 6. Plan <ul><li>Ballot Management Plan </li></ul><ul><li>Ballot PDF </li></ul><ul><li>Actual Size Ballot Proof </li></ul><ul><li>Approval </li></ul><ul><li>Testing </li></ul><ul><li>Transport to and from the polls </li></ul>
    7. 7. Diagram Ballot Flow <ul><li>To the polls </li></ul><ul><li>To M100 </li></ul><ul><li>Absentee ballots </li></ul><ul><li>Return to County </li></ul><ul><li>To Write-in Board </li></ul><ul><li>Duplications – Central Count </li></ul><ul><li>Accessible and Secure Storage </li></ul>
    8. 8. Tabulation Plan <ul><li>Receiving ballots </li></ul><ul><li>Ballot preparation of folded absentee ballots returned to the polls </li></ul><ul><li>Duplication of blank ballots or damaged ballots - central count </li></ul><ul><li>Storage plan that allows access to duplications, originals and write-ins in case of a recount </li></ul>
    9. 9. Accumulating Totals <ul><li>Reporting on a spread sheet </li></ul><ul><li>Data must be entered from the M100 Poll Report by hand and verified </li></ul><ul><li>Posting results at the polls </li></ul><ul><li>“ Unofficial Election Results ” </li></ul><ul><li>Secretary of State </li></ul>
    10. 10. Documentation Plan <ul><li>Insure that all security procedures, test data, tabulator reports, transfer data, public reports and results are verified, documented, archived and accessible for review. </li></ul><ul><li>Retain election documentation for 22 months. </li></ul>
    11. 11. Staff Training <ul><li>Detailed machine training from the vendor </li></ul><ul><li>Security and chain of custody procedures </li></ul><ul><li>Detail county procedures for: </li></ul><ul><ul><li>Security </li></ul></ul><ul><ul><li>Ballot flow </li></ul></ul><ul><ul><li>Voter responses at the Polls </li></ul></ul><ul><ul><li>Data Transport and Reporting, </li></ul></ul><ul><ul><li>Accumulation and Backup </li></ul></ul><ul><ul><li>Secure Storage – Ballots, Data, Reports, M100 </li></ul></ul><ul><ul><li>Mock Election Recommended </li></ul></ul>
    12. 12. Procedure Training Manual <ul><li>Develop Written Procedures for Staff </li></ul><ul><li>Security </li></ul><ul><li>Ballot Flow and PCMCIA cards </li></ul><ul><li>Testing </li></ul><ul><li>Poll Worker Training </li></ul><ul><li>Returning Results and PCMCIA cards </li></ul><ul><li>Results Accumulation Procedures </li></ul><ul><li>Backup & Reporting </li></ul><ul><li>Secure Storage </li></ul>
    13. 13. Poll Worker Training <ul><li>It is the responsibility of the county to insure that each voter receives a demonstration and knows how to properly cast a ballot that will be tabulated by machine. </li></ul><ul><li>Required Demonstration at polls </li></ul>
    14. 14. Poll Worker Training <ul><li>How to properly mark an optical scan ballot by completely filling in the oval </li></ul><ul><li>How to request a new ballot if they make any mistake </li></ul><ul><li>Not to erase or use “Xs” or check marks </li></ul><ul><li>To carefully check their own ballot for stray marks </li></ul>
    15. 15. Poll Worker Training <ul><li>Responding to voters when the M100 indicates a blank or over-voted ballot </li></ul><ul><li>Closing the polls </li></ul><ul><li>Printing Results Tapes </li></ul><ul><li>Tabulating at the polls </li></ul><ul><ul><li>Primary Non Partisan Ballots </li></ul></ul><ul><ul><li>Valid Write-ins </li></ul></ul>
    16. 16. Voter Information Campaign <ul><li>Follow Marking Instructions </li></ul><ul><li>Check Your Ballot For Stray Marks </li></ul><ul><li>Ask For A New Ballot If You Make A Mistake </li></ul><ul><li>A Properly Marked Ballot Will Be Counted Properly </li></ul><ul><li>idahovotes.gov </li></ul>
    17. 17. PRE-ELECTION PROCEDURES <ul><li>Preventative Maintenance </li></ul><ul><li>Calibration by ES&S </li></ul><ul><li>Read Heads </li></ul><ul><li>Maintenance Documentation </li></ul><ul><li>Detail all services - Spread Sheet </li></ul><ul><li>Initial State Report and Certification/Zero Report </li></ul>
    18. 18. PRE-ELECTION PROCEDURES <ul><li>Election Definition Programming </li></ul><ul><li>Unity on Line Training </li></ul><ul><li>AutoMARK and Audio Ballots </li></ul><ul><li>Deadlines and Delivery </li></ul><ul><li>Order backup PCMCIA card </li></ul><ul><li>Develop a vendor timeline & sign-off </li></ul><ul><li>Logic and Accuracy Test </li></ul>
    19. 19. Logic and Accuracy Test <ul><li>A public test is required by Section 34-2417 </li></ul><ul><li>Vendor’s test deck to check programming and ballots - ASAP </li></ul><ul><li>State test deck to develop county test deck </li></ul><ul><li>County test deck to confirm programming and ballots for all precincts and rotations with the actual ballots </li></ul><ul><li>State test deck for public tests </li></ul><ul><ul><li>Demonstrate at least one precinct </li></ul></ul>
    20. 20. Marking Devices <ul><li>Counties are to provide voters at the polls with ES&S approved marking devices </li></ul><ul><li>Absentee voters are to be instructed to use a #2 pencil or Blue or Black ink pen </li></ul><ul><li>List of approved marking devices </li></ul>
    21. 21. TABULATION <ul><li>Initial State Report and Certification/Zero Report </li></ul><ul><li>Blank Ballots – Voter Response </li></ul><ul><li>Over-voted Ballots – Voter Response </li></ul><ul><li>System Messages and Errors </li></ul><ul><li>Tabulating Write-in Ballots at the Polls </li></ul><ul><li>Tabulation of Primary Non Partisan Ballots </li></ul><ul><li>Posting Results Tapes </li></ul>
    22. 22. Initial State Report <ul><li>The Initial State Report confirming the correct election programming will print automatically when the M100 is powered up. </li></ul><ul><li>Poll worker signatures are required to verify the M100 is programmed correctly and working properly at the polls. </li></ul>
    23. 23. Blank Ballots <ul><li>An audio alert will sound and the display will indicate that a blank ballot was detected and offer the voter two choices, Accept or Return . </li></ul>
    24. 24. Over-voted Ballots <ul><li>The M100 is coded to detect and notify the voter when it encounters an over-voted ballot. </li></ul><ul><li>An audio alert will sound and the display will indicate that an over-voted race or issue was detected and offer the voter two choices, Accept or Return . </li></ul>
    25. 25. System Messages and Errors <ul><li>If a ballot is unable to be processed due to damage, inappropriate marks or M100 problem, an error message will appear and an audio alert will sound. </li></ul><ul><li>If the problem is a ballot issue, spoil the ballot and issue the voter a new ballot. </li></ul><ul><li>If the display indicates a system message, instruct the poll worker to contact your election office for assistance. </li></ul>
    26. 26. Machine Failure <ul><li>If an M100 fails at the polls all ballots must be recounted. </li></ul><ul><li>Instruct poll workers in the use of the emergency/auxiliary ballot bin during training. </li></ul><ul><li>Recount ballots with another M100 at the election office with backup PCMCIA card </li></ul><ul><li>Print a zero report to assure no totals are left in the tabulator memory before testing </li></ul>
    27. 27. Results Accumulation <ul><li>Spread sheet </li></ul><ul><li>Tabulating Write-ins at the Polls </li></ul><ul><li>Primary Non Partisan Ballots </li></ul><ul><li>Posting Results Tapes </li></ul><ul><li>Print and Backup </li></ul><ul><ul><li>Reports and Spread Sheet </li></ul></ul><ul><li>Check and Verify </li></ul>
    28. 28. Primary Non Partisan Ballots <ul><li>Tabulator reports will provide totals for side “A” and side “B” for the non-partisan candidates and issues. </li></ul><ul><li>The totals of “A” and “B” sides must be combined manually and written on the tabulator report. </li></ul>
    29. 29. “ Unofficial Election Results ” <ul><li>Election Night Public Reports </li></ul><ul><li>Report “ Unofficial Election Results ” to the Secretary of State Election Night </li></ul>
    30. 30. POST-TABULATION <ul><li>Returning Results Tapes, Ballots and PCMCIA Cards </li></ul><ul><li>Returning the M100 and Ballot Box </li></ul><ul><li>Results Accumulation and Reporting </li></ul><ul><ul><li>Verify Write-in Totals </li></ul></ul><ul><ul><li>Verify Non Partisan Totals </li></ul></ul><ul><li>Retain Ballots and All Documentation </li></ul>
    31. 31. BEST PRACTICES <ul><li>Information Web Site </li></ul><ul><li>ES&S Portal Web Site </li></ul><ul><li>The U.S. Election Assistance Commission </li></ul><ul><li>Prepare Detailed Plans and Procedures </li></ul><ul><li>Incident Contingency Plans </li></ul><ul><li>ESS Recommended Marking Devices </li></ul>
    32. 32. Everything Posted OnLine <ul><li>www.idsos.idaho.gov/elect/clerk/clerkinfo.htm </li></ul>

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