vote cal 2009

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VoteCal KickoffVoteCal KickoffCACEO Annual ConferenceCACEO Annual Conference

July 2009July 2009

Presentation byPresentation by

California Secretary of States officeCalifornia Secretary of States office

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Presentation OverviewPresentation Overview

Help America Vote Act (HAVA) MandateHelp America Vote Act (HAVA) Mandate

VoteCal HistoryVoteCal History

The VoteCal SolutionThe VoteCal Solution

Tentative Project ScheduleTentative Project Schedule

Proposed BudgetProposed Budget

Expectations of County Elections OfficesExpectations of County Elections Offices

Questions?Questions?

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HAVAs MandateHAVAs Mandate

HAVA Section 303 requires:HAVA Section 303 requires: Single, uniform statewide system for voterSingle, uniform statewide system for voter

registrationregistration

Official list for federal electionsOfficial list for federal elections Uniformity and standards for accuracy and listUniformity and standards for accuracy and list

maintenance practicesmaintenance practices

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HAVAs MandateHAVAs Mandate

Implementation required by January 1, 2006Implementation required by January 1, 2006

US Department of Justice Agreement (2005)US Department of Justice Agreement (2005)

CalVoter is not HAVA compliantCalVoter is not HAVA compliant Interim solution to get as compliant as possibleInterim solution to get as compliant as possible

Limited modifications to CalvoterLimited modifications to Calvoter

Adoption of regulations for HAVA enforcementAdoption of regulations for HAVA enforcement

Proceed with truly compliant VoteCal system asProceed with truly compliant VoteCal system as

rapidly as possiblerapidly as possible

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Dec 13, 2007 RFP Released Solutions-based procurement to increase

competition and quality of proposals

Requirements: What system must do, not how to do it

Originally developed based on county input

Further refined in addenda based on county andbidder input

Delayed Request for Proposal (RFP) allowedincorporation of lessons learned from around

country

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2008 Confidential discussions

Draft proposals

Jan. 29, 2009 Deadline for final proposal: 3 proposalssubmitted

March 26, 2009 Cost opening

April 24, 2009 Notice of Intent to Award

May 5, 2009 Deadline to Protest: None received!

June 23, 2009 Special Project Report (SPR) submittedto control agencies for project approval

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VoteCal Solution the VendorVoteCal Solution the Vendor

Catalyst Consulting Group Catalyst Consulting Group Successfully developed and implemented similarSuccessfully developed and implemented similar

system for Illinoissystem for Illinois

Direct experience with many of Californias ElectionDirect experience with many of Californias ElectionManagement System (EMS) vendorsManagement System (EMS) vendors

Key partners:Key partners: DFM AssociatesDFM Associates

MicrosoftMicrosoft

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VoteCal Solution - ApproachVoteCal Solution - Approach

Bottom-Up StrategyBottom-Up Strategy County elections staff will continue to use their EMSCounty elections staff will continue to use their EMS

to process registration and manage electionsto process registration and manage elections

EMSs will be modified to work directly with VoteCalEMSs will be modified to work directly with VoteCal(remediation)(remediation)

Some county elections departments will migrate to aSome county elections departments will migrate to anew EMSnew EMS EMS vendor cant or wont remediateEMS vendor cant or wont remediate

All vendor customers want to move to a new systemAll vendor customers want to move to a new system

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VoteCal Solution VoteCal EMSVoteCal Solution VoteCal EMS

What about the VoteCal EMS?What about the VoteCal EMS? Proposed as option in RFP: Alternative forProposed as option in RFP: Alternative for

county elections departments if their EMS nocounty elections departments if their EMS no

longer viablelonger viable Catalyst proposal included the optional EMSCatalyst proposal included the optional EMS

Secretary of State decision to not implement (notSecretary of State decision to not implement (notrequired by HAVA, introduces risk, additionalrequired by HAVA, introduces risk, additional

resource requirements)resource requirements)

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VoteCal Solution - RegistrationVoteCal Solution - Registration

Registration Processing: real-time integrationRegistration Processing: real-time integration

with VoteCalwith VoteCal Identification (ID) verificationIdentification (ID) verification

Identification and update of existing voter recordIdentification and update of existing voter record Assignment of state ID numberAssignment of state ID number

Paradigm shift: Register in CaliforniaParadigm shift: Register in California Single, complete record for voterSingle, complete record for voter

County elections departments still own and manage the voterCounty elections departments still own and manage the voterrecordsrecords

Ability to view complete record of any voter (including affidavit andAbility to view complete record of any voter (including affidavit andsignature images)signature images)

Cross-county moves automatic update/mergeCross-county moves automatic update/merge

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VoteCal Solution VoteCal Solution

Other FeaturesOther FeaturesList maintenanceList maintenance (Department of Motor Vehicles,(Department of Motor Vehicles,

Change of Address, death notice, etc.)Change of Address, death notice, etc.) High-confidence matches automatically appliedHigh-confidence matches automatically applied County capability to undo invalid matchesCounty capability to undo invalid matches Probable matches resolved by County (access to full record)Probable matches resolved by County (access to full record) Flexible matching system to improve with experienceFlexible matching system to improve with experience

Public web sitePublic web site Secure voter look-up of registration statusSecure voter look-up of registration status

On-line voter registrationOn-line voter registration Voter lookup of provisional ballot statusVoter lookup of provisional ballot status Voter lookup of vote-by-mail ballot statusVoter lookup of vote-by-mail ballot status

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Sept. 2009 Execution of contract with vendor

Oct. 2009

through

Jan. 2010

Project Startup Phase Finalize plans and schedule

Jan. 2010

through

Aug. 2010

Design Phase Discovery Sessions

Specifications and standards

Aug. 2010through

Feb. 2011

Development Phase Install & configure infrastructure

Develop VoteCal application

Remediate EMSs

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Feb. 2011

through

May 2011

Testing Phase Functional testing of VoteCal system

Integration testing with EMSs

Acceptance testing of VoteCal system

April 2011through

July 2011

Pilot Deployment and Testing Training of staff in pilot counties

Implementation at pilot counties

Pilot operation of system for June 2011 election

Aug. 2011

through

Dec. 2011

Full Deployment and Go Live! Training of remaining county elections staff

Deployment and conversion of remaining countyelections offices

Final cutover from Calvoter to VoteCal

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Proposed BudgetProposed Budget

HAVA Funds Allocated for VoteCal $ 66 Million

VoteCal System Development (Catalyst Bid) $ 18.2 Million

Other Project One-Time Costs 23.1 Million

Total Development and Implementation Costs $ 41.3 Million

Ongoing Annual Operating Cost $ 4.8 Million

Other Project One-Time Costs (above) includes:

Remediation of EMSs (or migration to another EMS) Other contracted services (e.g., oversight, security evaluation, etc.)

Network upgrade and facility fees for redundant fail-over system

County expenses for participation in design sessions, training, and

data conversion

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Expectations of CountyExpectations of County

Elections StaffElections StaffRegional meetings on a periodic basisRegional meetings on a periodic basis August 2009 Kickoff with more VoteCal Project detailAugust 2009 Kickoff with more VoteCal Project detail

Discovery sessions (county elections staffDiscovery sessions (county elections staff& EMS vendors)& EMS vendors) Define the how of the requirementsDefine the how of the requirements

Representative membership (sharing info and opinions)Representative membership (sharing info and opinions)

Review of session resultsReview of session results

Keep informed: VoteCal website:Keep informed: VoteCal website:

www.sos.ca.gov/elections/votecal_home.htmwww.sos.ca.gov/elections/votecal_home.htm
http://www.sos.ca.gov/elections/votecal_home.htmhttp://www.sos.ca.gov/elections/votecal_home.htmhttp://www.sos.ca.gov/elections/votecal_home.htm

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Questions?Questions?

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Key VoteCal ContactsKey VoteCal Contacts

Cathy Ingram-Kelly

Elections Division Lead Email:

[email protected]

Voice: (916) 651-8975

Fax: (916) 653-3214

Bruce McDannold

Elections Division Lead Email:

[email protected]

Voice: (916) 651-9064

Fax: (916) 653-3214

Mary Winkley

Project Director Email: [email protected]

Voice: (916) 654-8365

Fax: (916) 653-4620
mailto:[email protected]:[email protected]:[email protected]:[email protected]

vote cal 2009

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