SC HAVA State Plan Implementation Project
SC
State Election Commission

Marci Andino, Executive Director

Status Report

Project Manager:

Joseph Debney

July 2005

Report Number:

007

Date Produced:  

09-July-05

 

Project On Schedule

 

Project Schedule Challenged

 

Project Compromised

                    Sub-Projects

Provisional Ballot Procedure/Vote Counted System

Percent Complete

Project Start

Scheduled Completion

Actual Completion

 

100%

22-Sep-2003

30-Sep-2004

04-Jun-2004

Description:  Revise current provisional balloting procedure to allow voting after polls have closed if a court order is present allowing such situation.  Develop procedure to notify provisional voters if their ballot was counted and, if not, why. 

 

Completed:

·          Met with CIO Webmaster to explore web application to allow provisional voters to confirm if their vote was counted. Implementation is identified.

·          Web application is completed and activated for use by the voting public.

·          Counties have been sent notification about the web application with instructions on how to access.

Next 30 – 60 Days:

·          N/A

Risks:

·          N/A

Notes:

·          No further action required.

 

Administrative Complaint Procedure

Percent Complete

Project Start

Scheduled Completion

Actual Completion

 

100%

22-Sep-2003

30-Sep-2004

10-Oct-2003

Description: Develop and implement an administrative complaint procedure for persons who believe a violation of HAVA Title III has occurred, is occurring or is about to occur.

 

Completed:

·          Has been implemented and is available via the SCSEC website.

·          Has been implemented in hard copy/manual process.

Notes:

·          HAVA requirement was misstated in State plan. Will need to correct in the next plan amendment.

·          No further action required.

 

Voting System Education (New and Current Systems)

Percent Complete

Project Start

Scheduled Completion

Actual Completion

 

50%

22-Sep-2003

30-Sep-2006

 

Description:  The State will provide for programs for voter education, election official training, and poll worker training which will assist the State in meeting the requirements of HAVA Title III.

 

Completed:

·          SEC logo design complete.

·          Creation of the Voter Education and Public Information RFP.

·          Voter Education and Public Information RFP Pre-proposal Bidders Conference.

·          Selection of firm to assist in the creation and implementation of Voter Education program.

·          Coordination and implementation of voter education programs with selected contractor. (Other programs to be enhanced or added as necessary)

·          Partial election official training and complete poll worker training for Phase I counties completed.

 

Next 30 – 60 Days:

·          Coordination and implementation of 2005 voter education programs.

·          Coordination and implementation of 2005 election official and poll worker training.

Risks:

·          Duplicate voter education opportunities, such as festivals, held on the same day will limit use of voter bus.

Notes:

·           

 

Voter Fraud Prohibition Information

Percent Complete

Project Start

Scheduled Completion

Actual Completion

 

100%

22-Sep-2003

30-Sep-2004

10-May-2004

Description:  Provide general information on Federal and State laws regarding prohibitions on acts of fraud and misrepresentation.

 

Completed:

·          Poster content has been identified.

·          Mock up of poster completed.

·          Poster design.

·          Printing specifications.

·          Printing/Production

·          Delivery of posters to counties.

 

Next 30 – 60 Days:

·          N/A

Risks:

·          N/A

Notes:

·          No further action required.

 

Poll Manager Certification Program

Percent Complete

Project Start

Scheduled Completion

Actual Completion

 

50%

22-Sep-2003

30-Sep-2006

 

Description:  Develop a uniform statewide training program that will implement a certification process for poll managers and other interested parties.

 

Completed:

·          Standardized training/open book testing program is partially complete.

·          Poll Manager’s Handbook is complete and in process of being printed.

·          Poll Manager’s Handbook mailed to county officials.

·          Integrate planning with voter education project. Will be looking to contractor hired to assist in voter education planning and execution.

·          Complete standardized training/open book testing program.

 

Next 30 – 60 Days:

·          Develop procedure to certify all voter registration/election commission members as poll managers.

Risks:

·          N/A

Notes:

·          Need clarification on whether entire process will be standardized across the State. It is assumed that some flexibility will be allowed to account for differences among Counties.

·          Put on hold - Workshop to discuss development of program aimed at encouraging candidates and their representatives to become certified.

 

 

Candidate’s Guide to Elections

Percent Complete

Project Start

Scheduled Completion

Actual Completion

 

90%

22-Sep-2003

30-Sep-2006

 

Description: Candidates will receive a “Candidate’s Guide to Elections” and the Poll Manager handbook, both of which will be developed by the SEC. This will provide them with more information on Election Day processes and prevent misunderstandings between Poll Managers and poll watchers.

 

Completed:

·          Review of previous version.

·          Update outdated material in previous version.

·          Creation and review of new Candidate’s Guide to Elections.

·          Guide is finished.

Next 30 – 60 Days:

·          Possible integration with the voter education initiative.

Risks:

·          N/A

Notes:

·          Due to the delay in the award of the Voter Education RFP, integration of this document into the voter education program has yet to occur.

 

HAVA Voter Registration Changes

Percent Complete

Project Start

Scheduled Completion

Actual Completion

 

100%

22-Sep-2003

30-Sep-2004

05-May-2004

Description: Required changes to South Carolina voter registration systems and process to achieve HAVA compliance.

 

Completed:

·          Develop procedure to track receipt of photo ID upon registering by mail.

·          Met with DMV on social security number verification. It was determined that the SEC already meets the requirement of HAVA and therefore verification of social security number with DMV is not required.

·          Age and citizenship questions were added to top of voter registration form.

·          Notification code on label.

·          New process instructions concerning label.

·          Order rubber stamps.

Next 30 – 60 Days:

·          N/A

Risks:

·          N/A

Notes:

·          No further action required.

 

Uniform and Overseas Citizens Absentee Voting Act UOCAVA

Secure Electronic Registration and Voting Experiment SERVE

Percent Complete

Project Start

Scheduled Completion

Actual Completion

 

100%

22-Sep-2003

30-Sep-2004

06-Feb-2004

Description: All requirements necessary to fulfill the Uniformed and Oversea Citizens Absentee Voting Act.  Changes will be made to the voter registration system to track types of UOCAVA voters. South Carolina is also a participant in SERVE.

 

Completed:

·          Modifications were made to the voter registration system to meet HAVA/UOCAVA requirements.

Risks:

·          N/A

Notes:

·          SERVE project was cancelled by the Department of Defense.

·          No further action required.

 

 

Financial Reporting Guidelines

Percent Complete

Project Start

Scheduled Completion

Actual Completion

 

50%

22-Sep-2003

12-Mar-2005

 

Description: SEC will establish a program where all HAVA funds are kept separate from other Agency funds.  With assistance from the State Budget Office, State Comptroller General and the State treasurer, the SEC will follow and enforce all mandated fiscal controls and policies.

 

Completed:

·          Initial requirements workshop.

·          Met with Department of Public Safety to engage agency in assisting with HAVA grant administration.

·          DHHS Grant documentation.

·          Met with persons applying to assist the commission with the administration of the HAVA grant monies.

·          Resource has been secured to assist in the creation and implementation of financial reporting guidelines.

Next 30 – 60 Days:

·          Hired outside resource will start administration process.

·          Refinement of current processes.

Risks:

·          N/A

Notes:

·          N/A

 

 

Performance Goals Measurement

Percent Complete

Project Start

Scheduled Completion

Actual Completion

 

100%

22-Sep-2003

30-Sep-2004

05-Jul-2004

Description: The State will appoint an advisory team to oversee plan management and compliance with HAVA.  This team will also establish performance goals and measure the progress of achieving these goals.

 

Completed:

·          Establish goals.

·          Appoint committee. Possibly made up of a sub-committee from the State HAVA plan commission.

·          Revisions to State Plan have been completed.

 

Next 30 – 60 Days:

·          State Plan Advisory Team will meet to revise the Plan for 2005.

Risks:

·          N/A

Notes:

·          N/A

 

 

Uniform Voting Processes

Percent Complete

Project Start

Scheduled Completion

Actual Completion

 

60%

22-Sep-2003

30-Sep-2006

 

Description: The SEC will develop uniform electronic voting system guidelines and processes which are consistent with the requirements of section 301 of HAVA.

 

Completed:

·          Requirements analysis.

·          Initial Review of Uniform Voting Processes documentation.

·          Documentation of Uniform Voting Processes.

·          Establish procedure to vote after normal poll closing if ordered by court.

·          Voter history automation plan. RFI has been drafted and information collected.

 

Risks:

·          All changes to the voting system process must be approved through a time consuming process by the U.S. Justice Department.

·          Waiting on information from EAC.

Notes:

·          Voter history automation has been moved from the HAVA Voter Registration Changes project.

 

Legal Ballot Definition/Voter Intent

Percent Complete

Project Start

Scheduled Completion

Actual Completion

 

90%

22-Sep-2003

30-Sep-2006

 

Description: The State will define a legal vote in a uniform manner for the type of system chosen as the statewide system. In addition, the State will define a legal vote as it pertains to absentee ballots.

 

Completed:

·          Research into common practices. Counties have been polled.

·          Identified legislator to sponsor bill.

·          Identified attorney to write bill.

·          Create a process/procedure that defines voter intent.

 

Next 30 – 60 Days:

·          Final Review of document

Risks:

·          Due to protests filed against uniform statewide voting system intent to award, this project was partially impeded.

Notes:

·          Upon review by attorney assisting in the creation of the bill, it was recommended that this issue be addressed through process/procedures.

 

Uniform Statewide Voting System RFP

Percent Complete

Project Start

Scheduled Completion

Actual Completion

 

100%

22-Sep-2003

30-Sep-2004

07/19/2004

Description: To achieve HAVA strategic objectives, the SEC is seeking proposals from qualified Offerors for a uniform statewide electronic and absentee voting system and related services. The request for proposal (RFP) is the vehicle used to invite Offerors to submit a proposal.

 

Completed:

·          RFP.

·          New RFP for re-bid.

·          Bid has been awarded. Contract is being executed.

Next 30 – 60 Days:

·          N/A

Risks:

·          N/A

Notes:

·          No further action required.

 

 

Election Administration Security Plan (HAVA related)

Percent Complete

Project Start

Scheduled Completion

Actual Completion

 

100%

22-Sep-2003

26-May-2004

23-Sep-2004

Description: A plan for both the SEC and the counties for the implementation of a uniform election administration security plan.

 

Completed:

·          Defined scope of plan.

·          In process of research and data gathering.

·          County Requirements Workshop.

·          SEC Requirements Workshop. Counties asked to comment on plan.

·          Generic Security Plan.

·          Version one of the Election Administration Security Plan was distributed.

 

Next 30 – 60 Days:

·          N/A

Risks:

·          N/A

Notes:

·          N/A

 

 


 

 

Miscellaneous Items

Past 30 Days

o         N/A

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