TEAM System Implementation Project Data Format Vendors Conference

1
TEAM System Implementation Project Data Format
Vendors Conference

• 18 July 2005
• Austin, TX
• Office of the Secretary of State
• Elections Division

2
Data Format Vendors Conf Agenda
3
Four Broad Groups Here Today

• Group SOS Developers and Subject Matter Experts
• Group IBM Developers (host system, SOS
  integration, Texas customizations, data mart,
  etc.)
  
• Hart eRegistry Commercial Product Developers
  (part of Group IBM)
  
• Invited County Officials and County IT
  Representatives

4
Texas Elections Administration Management
System Implementation Project
Voter Registration Election Management Election
Night Returns
Jury Wheel
Name, Project Role and/or County/Vendor
Represented
5
Logistics

• Sign-In !!
• Well be onsite all day in this building
• 60 minute lunch break _at_ about noon
• Prepaid meals here (pay Karen now!)
• Others on your own
• Take breaks individually as you need them

6
Region XIII Ed Service Center
7
TEAM System Project Websitefor More Information
www.sos.state.tx.us/elections/team
8
Todays Focus

• Overview of the TEAM System and the
  Implementation Project
  
• Presentation of New Business Rules for HAVA
  Compliance
  
• Explanation of File Formats and Info Needed for
  TEAM
  
• Migration
• Daily Update
• Voting History
• Jury Wheel Import
• Election Definition
• QA

Plan Definition Import Voter Export Jury Wheel
Export
Error Handling Reports
9
Ground Rules

• Time Constraints per Topic
• Presentations (allow completion)
• Interactive QA (identify yourself)
• Issue Capture (not resolution)
• Published Notes
• Follow Up

10
TEAM System Implementation Project Overview
11
HAVA 2002 Requirement

• State shall implement a uniform, official,
  centralized, interactive, computerized statewide
  voter registration list defined, maintained, and
  administered at the State level.
• Operational by 1 January 2006

12
Current HAVA Status

• Texas does not meet HAVA 2002 requirements today
• 173 counties currently use the Texas Voter
  Registration System (TVRS) to register and
  maintain their list of voters (200 expected in
  2006)
• SOS office uses non-integrated Ballot
  Certification and Canvassing (BCC) and Election
  Night Reporting (ENR) systems with TVRS
  
• We started the TEAM System Implementation Project
  to develop a new more comprehensive system

13
TEAM System Implementation Project Scope

• Objective
• Provide the State of Texas with a statewide
  Voter Registration and Election Management System
  in order to improve the general administration of
  elections consistent with HAVA using advanced
  technologies.
• Major Deliverables
• Complete System (HW, SW, Documentation)
• Trained Users
• Goal Use the system in the March 2006 elections

14
TEAM System Product Summary

• Web-based, robust, secure, compliant system
• TVRS functionality plus HAVA requirements and
  additional capability
  
• Voter Registration
• Election Management / Election Night Returns
• Jury Wheel

15
Voter Registration (VR)
16
VR Features for Counties

• TEAM will be the System for Storing and Managing
  the Official List of Registered Voters throughout
  the State
  
• Online Real-Time Initial Validation of Addresses,
  Drivers License Number, and Social Security
  Number (SSN)
  
• Each Voter Assigned a Unique Identification
  Number or Unique Voter Identification (VUID)

17
VR Features for Counties

• Imaging Logs and Stores Image Files of
  Correspondence and Replies from
  Voters/Applicants
  
• Basic GIS Mapping Functionality
• Through a Street Index File, Provide Automatic
  Assignment of Precinct and Jurisdiction for a
  Voter

18
VR Features for Counties

• Capability to Develop Ad-Hoc Reports, Queries and
  Analysis Previously Unavailable
  
• Complete National Voter Registration Act (NVRA)
  Tracking
  
• Ability to Define Customized Notification
  Reports
  
• Public Voter Election Website
• Linked to Precinct and Offices on Ballot

19
Election Management (EM)
20
EM Features for Counties

• Define an election, including races, precincts,
  and polling locations
  
• Define a ballot and candidate rules
• Generate ballot style and quantity reports
• Generate normal correspondence to poll workers,
  candidates and voters (including provisional
  voters)

21
EM Features for Counties

• Manage early voting data including by-mail voters
  and reports needed throughout early voting
  
• Manage Federal Postcard Application (FPCA) Voters
  active list
  
• Communicate electronically through TEAM to the
  Secretary of State on various reports
  
• Electronic Ballot Certification and Electronic
  Canvassing

22
Jury Wheel (JW)
23
JW Features For Counties

• Complete Jury Wheel System
• Record and Track Juror Status
• Exempt, Excused, Disqualified, Absent,
  Non-Citizen and Postponed
  
• Track a Juror as Appeared or Served
• Create/Print a List of Prospective Jurors
• Create/Print Summons Cards
• Track Donations Made by Jurors to Specific
  Charities

24
TEAM System Benefits

• HAVA 2002 compliance for Texas
• Voters validated with DPS, SSA, BVS, DOJ
• Current 160 online TVRS counties upgrading to
  the TEAM system, with daily information updates
  from offline counties
  
• Improved computer platform performance
• Reduced paperwork load amongst counties
• Automated ballot certification and ballot
  definition process

25
Benefits for Counties - 1

• All new, current, and future legislative
  requirements notices and lists will adhere to
  state guidelines
  
• Continued compliance with Chapter 19
  reimbursement requirements
  
• Automatic assignment of precinct and
  jurisdictional information
  
• Availability of vast statistical and advanced
  reports

26
Benefits for Counties - 2

• Cost savings through automatic CASS ( Coding
  Accuracy Support System ) address certification
  for bulk mailings
  
• Reduction in local county file maintenance due to
  integrated imaging components
  
• Ability to do statewide voter searches (all
  counties)

27
Benefits for Counties - 3

• Lower costs for increased functionality
  (HAVA-paid license and maintenance fees for 1 st
  five years)
  
• Access to a web-based, robust, secure, HAVA
  compliant system, using standard PCs and a
  high-speed internet connection
  
• Participation in future of interstate database
  validation services

28
TEAM System Overview
29
Project Participants
30
Project Organization

• Group IBM John Mulholland
• IBM
• Hart InterCivic
• MAXIMUS
• GeoDecisions
• TxGovLink
• Precision Task Group (PTG)

Group SOS Bob Futrell Elections IT DPS SSA
BVS
DOJ
31
County Focus Group Representatives
32
County Meeting Timeline
a

• 1a. Dec 17 - Organization Initial Demo (ver 6
  VR)
  
• 1b. Jan 7 - Election Administrators Conference
  (EMS)
  
• 2. Jan 28 - Next VR demo release (ver 8 VR)
• 3. Mar 3 - Voter Data Migration (Offline)
• 4. Apr 19 - VR release 1
• Jul 18 - Data Format Vendors Conference
• Jul 20-22 - County Clerk / EA Seminar
• 5. Aug 23 - JMS Tx VR/EMS release 2
• Aug 24-26 - VR Seminar

a
a
a
a
Mar 15 Hart eRegistry Release v2.0 (VR base) to
SOS
a
a
Jun 15 Hart eRegistry Release v2.1 (Tx
VR/EM/JW) to SOS
a
33
Implementation Project Schedule
User Training
34
Data Format Vendors Conf Agenda
35
Overview of New Business Rules and Processes

• Counties not using the TEAM online application
  must update all voter record changes, additions
  and cancellations daily to the statewide database
  
• Counties must verify an applicants Texas
  Drivers License/ID or last four digits of their
  Social Security Number before issuance of the
  voter certificate
• If an applicants identity cannot be confirmed
• the applicant will receive a modified Notice of
  Incomplete to verify their TDL/ID or SSN number
  
• A new reason will be added to the Notice of
  Incomplete to accommodate this

36
Overview of New Business Rules and Processes

• State will assign a unique identifier (VUID) to
  all voters. This number will appear on all
  certificates, notices to the voter, all system
  reports and lists used to conduct business. No
  more on-site voter registration!
• All official voting lists will be generated using
  the database file maintained at the State level.
  A report can be created and posted to the web
  browser for printing locally

37
Overview of New Business Rules and Processes

• The State desires a paperless process
• No more NVRA reports or annual registration
  statements by precinct
  
• We will no longer print and mail error reports
  from the update submissions, deceased or
  duplicate reports
  
• These reports will be sent through the TEAM
  System interface
  
• Access to GUI (application) for certain
  functionality
  
• Address format must comply with E911 Format

38
E911 Format - 1

• Block Number - The house number of the address
• Designator - A designator used in the address
  (i.e. a fraction or non-numeric portion of the
  house number)
  
• Direction Prefix ID - The pre-street name
  directional (E, W, N, W, etc.)
  
• Street Name - The name of the street
• Street Type ID - The type of street (street, ave,
  blvd, etc.)
  
• Direction Suffix ID - The post-street type
  directional (E, W, N, W, etc.)

39
E911 Format - 2

• Unit Number - For multi-family housing units
• Unit Type ID -The type of unit in a multifamily
  housing address
  
• Parcel Number - A county-defined parcel of land
  that can be used as a substitute for a parted
  address
  
• City -The city in which the address occurs
• State Code - The state portion of the residential
  address
  
• Zip Code (ZIP_CODE) The address' postal code

40
Overview of New Business Rules and Processes

• Counties must map the Street Type and Unit Types
  fields to State defined abbreviations
  
• If the State identifies a strong match for a
  duplicate voter
  
• The voter with the older effective date of
  registration (EDR) will be cancelled and the
  voter information appended to the new record
  
• The new voter record will inherit the VUID.
  State will send notification through the TEAM
  system interface to the county with oldest
  (cancelled) EDR
• Submission of voting history is required
• Submission of jurisdictional information is
  required

41
Data Format Vendors Conf Agenda
42
Overview of File Submission Procedures

43
Data Format Vendors Conf Agenda
44
Explanation of Events in the TEAM System

45
Data Format Vendors Conf Agenda
46
Data Format Vendors Conf Agenda
47
Review of File Layouts

48
Data Format Vendors Conf Agenda
49
Texas Elections Administration Management
System Implementation Project
Voter Registration Election Management Election
Night Returns
Jury Wheel
50
For More Information

• Office of the Secretary of StateElections
  Division
  
• P.O. Box 12060
• Austin, Texas 78711-2060
• 1-800-252-2216
• Fax [phone]
• www.sos.state.tx.us/elections/team
• Bob Futrell, Project Mgr bfutrell_at_sos.state.tx.us
  
  
• Karen Richards, VR, JW Director krichards_at_sos.stat
  e.tx.us
  
• Melinda Nickless, EM, ENR Director mnickless_at_sos.s
  tate.tx.us