The Institute of Certified Public Secretaries of Kenya (ICPSK) plans to implement a secure online platform for conducting its annual council elections, in collaboration with SavvyAfrica Ltd, a company specializing in web solutions. The proposed e-voting system will include features such as secure authentication, voter and candidate management, and real-time voting results, ensuring a reliable and user-friendly experience. The implementation will also involve a thorough quality assurance process and support mechanisms to address any challenges encountered during the voting period.

2.  The Institute of Certified Public Secretaries
of Kenya (hereinafter referred to as
“ICPSK”) has continued to pursue its
strategic agenda of leveraging on
technology to give better, efficient and
effective service to all members of the
Institute and stakeholders. It is for this
reason that ICPSK wishes to implement an
secure online platform to conduct the annual
election of council members.

3.  SavvyAfrica Ltd is a Kenyan company developing and
implementing advanced web solutions. It was registered in
2007 and began operation in 2009. We are providers of
ICT-based solutions that enhance operations,
communications and collaboration.
 Our Solution Include;
 Content Management Systems
 Domain Registrations, hosting and email management
 Web Based Applications on PHP/MySQL
 Mobiles Websites/ Applications
 ICT Training: Website Development
 Bulk SMS Solutions
 Vertical Solutions for Real Estate, Hospitals Hotels, Auto
dealers & and Professional membership organizations

4. A World of Solutions

5.  We have the technical and professional
competence to develop and support a credible,
secure platform to conduct online voting. Our
company has implemented complex web based
systems; for example we have successfully
implements online CPD , online Financial
Information system and website for ICPSK a
project which involved integrating with the
internal accounting system and migration of data
from different platforms and databases. We have
also developed specialized software for real
estate companies, Auto dealers and online
Invoicing and payment processing applications
for several SMEs.

6.  The e-voting system to be discussed makes
up a relatively small part of the whole
election process. From a technical viewpoint
the elections are made up of the following
components:
 Calling of elections,
 Registration of candidates,
 Preparation of polling list,
 Voting (a subset of which is e-voting),
 Counting/ tallying of votes.

7.  The online e-voting system is made up of:
 Voter database
 Candidates
 System administrators and auditors.
 Voting software
 Internet connectivity
 Server infrastructure

8.  Request login token
 Receive token if email is in database
 Simple but secure authentication system
 Requires emails to be verified from the admin
 Token is generated by requesting token on the
login page
 A unique token is generated for each
login/voting session
 Login attempts are limited per duration of time

9.  View Contested Position
 View candidate profiles
 Cast the ballot
 Client-Side validation will ensure voters cast
ballots correctly to eliminate spoilt votes(i.e. limit
no of candidates per slot)
 Can continue accessing the system after voting
but will not be able to vote
 Voting closes automatic on the predefined date.
 Date and time of voting recorded
 Voting IP address recorded

10.  Login and edit profile
 Edit Candidate name, profile, campaign title,
campaign slogan, brief profile, detailed
profile
 Upload profile photo
 Add campaign unlimited documents per
candidate
 Can perform the same functions as voter


11.  The technical components of the system
 Hosting Platform on Linux with Apache HTTP
Server.
 PHP 5.3.27 / MySQL 5.5.40
 Processor:2x Intel® Xeon™ Processor E5-2630 v2
6C / 2.6GHz or equivalent
 1 GB storage minimum
 12 GB RAM
 Bandwidth: 15MBPS DEDICATED
 This way the whole e-voting solution will be
online based. It will require customer’s
registration and login. A MySQL database is used
to store and retrieve election data

12. Home
 Configure election Dates
 Display key election dates
Positions
 Add contested Position
 Configure position, slots
available
 Edit if necessary
 Unlimited positions
Manage Candidates
 Add Candidate
 Edit Candidate name,
profile, campaign title,
campaign slogan, brief
profile, detailed profile
 Upload profile photo
 Add campaign unlimited
documents per candidate
 Unlimited candidates
Manage voters
o Update voter email
o Send voters’ token
from the
administration panel
(Admin cannot see
the token)
o Update on whether
a voter is eligible to
vote or not

13. o View live results
o Tally manual votes to the system if
available
o Generate PDF report for the election
when the voting closes

14.  The system can be accessed from A laptop
Computer, Tablet or Smart Phone with
sufficiently sized screens
 The accessing device must have reliable
internet connection.
 The accessing device must be equipped with
a modern web browser support of JavaScript
and HTML page rendering.

15.  We are proposing to use proven software that is
currently used by several organization. The E-
voting Software has gone through following six
phases in every Software development life cycle
model:
 Requirement gathering and analysis
 Design
 Implementation or coding
 Testing
 Deployment
 Maintenance
The software requires to be customized for ICPSK

16.  It is expected that the user should be able to
vote easily online.
 Voters and administration pages are user
friendly.
 A tutorial will be provided for the users and
they shall be required to read the guidelines
before accessing the e-voting system
 Any features requiring internet access
shouldn’t take longer than 30-40 seconds.
 The system should give feedback to the user
with a Fail or Success message

17.  This is online application and there might be
many users accessing the resources online
 concurrently. Our implementation guarantees
reliability and is designed for a concurrent load
of upto 1000 users
 The system is built to be highly secure and
unquestionable integrity. Information from the
client to the server will be encrypted and as such
Hypertext Transfer Protocol Secure (HTTPS) will
be used for secure communication between the
system components

18.  For integrity purposed the client is advised to
appoint an external systems auditor who shall
have and independent view of the systems and
process.
 All data in the systems shall be replicated in a
secure autonomous platform to which the auditor
shall have a read only access. The auditor is
expected to monitor the entire process and
submit and independent evaluation.
 Ideally it should be a qualified, respectable audit
firm or individual.

19.  Our approach to quality assurance involves the following steps,
 Researching and benchmarking to set high standard in terms of
aesthetic design, functionality and use of the latest technologies
 Iteratively debugging the site with the client incorporating the client
input to ensure the final product portrays the desired corporate
image
 Performing standard tests to assure the website is accessible cross
platform/ cross device
 Performing a dry run/mock election, in good time before the
election proper to resolve any arising unforeseen issues.

20.  Service Level Agreement: We intend to achieve the highest level
of user satisfaction. Our Draft SLA incorporates service
management and service measurement mechanism. We will use
open communication channels that include email phone and
direct to ensure there is free flow of information between the
service provider and customer.
 Rating And Comments: We shall establish a rating and
comments mechanism to receive comments and feedback on the
system in case the user succeeds or fails to execute the voting
action
 Helpdesk: A user support help desk will be set up during the
entire voting period and assistance will be given to the customer
in case they have challenges. Communication channels outlined
above will be used

21.  We shall ensure professionalism to minimize
such occurrences
 Its possible that disputes may arise in this
process
 We shall retain information that may be used in
such cases
 Our company will be available in such cases and
we shall provide the resources and expertise that
may be required to resolve conflicts.
 Every voter shall receive an PDF copy of their own
ballot via email instantly upon voting. This shall
be used in the worst case scenario

22. No Task Description Proposed
Dates
Actual
Dates
1 System Presentation and
Proposal
System Presentation and Proposal of the Evoting Process
2 Demo / Test Drive with
Council Members
A Mock Election to prove the viabilityof a online voting
process and to identify ICPSK use cases and scenarios
3 Modification / Customization Modification of the software to fit ICPSK use cases and
scenarios.
4 Calling of elections Announcement of elections and election dates through the
institute communication channels
5 Registration of candidates Contestants are Qualified and registered. They also submit
theire profiles/ promotionalmaterials to be uploaded into
the system
6 Preparation of polling list Compilation of a valid voter database in EXCEL and MySQL
format
7 Voting (a subset of which is
e-voting),
Send the E-voting Link, Instructions and secure access
tokens. Actual voting takes place
8 Counting/ tallying of votes. Counting/ tallying of votes and Announcement of results
9 Evaluation Internal/ External Evaluation of the process for future
improvement

23. http://demo.savvyafrica.com/votemaster
Visit and request for token

24.  National Drought Management Authoriy:
Climate Change Online Community of
Practice
 ICPSK- Website
 ICPSK-Online CPD management System
 Capabuil Limited: Online Event Registration
and Management System/ Invoicing System
 Toleo: Online Procurement System( Procure to
Award)

25. Summit House 4th Floor, Rm 402 P.O Box
5188-00200 Nairobi, Kenya
Tel: 0720-152151,0771-211102
Email: info@savvyafrica.com
Website: www.savvyafrica.com