SC HAVA State Plan Implementation Project
SC
State Election Commission

Marci Andino, Executive Director

Status Report

Project Manager:

G. Todd Vaules

March 2004

Report Number:

001

Date Produced:  

10-Mar-2004

 

Project On Schedule

 

Project Schedule Challenged

 

Project Compromised

Sub-Projects

Provisional Ballot Procedure/Vote Counted System

Percent Complete

Project Start

Scheduled Completion

Actual Completion

 

35%

22-Sep-2003

30-Sep-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. 

 

Next 30 – 60 Days:

·          Looking to EAC for clarification. Questions remain on processes involving voting after poll closing.

·          Establish procedure to vote after normal poll closing.

·          Meet with CIO webmaster to explore web application to allow provisional voters to confirm if their vote was counted.

Risks:

·          Compatibility with current SVRS.

Notes:

·          N/A

 

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.

 

Voting System Education (New and Current Systems)

Percent Complete

Project Start

Scheduled Completion

Actual Completion

 

5%

22-Sep-2003

30-Sep-2004

 

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

 

Completed:

·          SEC logo design complete.

 

Next 30 – 60 Days:

·          Revision of training materials.

·          Requirements workshop. Determine training materials required.

·          Requirements workshop. Determine best format and channels for providing public with information on the new voting system.

·          Requirements workshop. Mock elections.

·          Creation of outline for new voting system instructions.

·          Plan to instruct counties on how to retain permanent paper record in the event of recount.

Risks:

·          N/A

Notes:

·          N/A

 

Voter Fraud Prohibition Information

Percent Complete

Project Start

Scheduled Completion

Actual Completion

 

35%

22-Sep-2003

30-Sep-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.

Next 30 – 60 Days:

·          Poster design. (Joyce)

·          Printing specifications

·          Printing/Production

·          Delivery of posters to Counties.

Risks:

·          N/A

Notes:

·          N/A

 

Poll Manager Certification Program

Percent Complete

Project Start

Scheduled Completion

Actual Completion

 

10%

22-Sep-2003

30-Sep-2004

 

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.

Next 30 – 60 Days:

·          Complete standardized training/open book testing program

·          Review and publish standardized training manual.

·          Meet with ETV to discuss video presentation of training.

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

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

Risks:

·          Form changes to voter registration list may affect final version of Poll Manager’s Handbook.

Notes:

·          Need clarification on whether entire process will be standardized across the State.

·          Poll Manager’s handbook should be finished in March.

 

Candidate’s Guide to Elections

Percent Complete

Project Start

Scheduled Completion

Actual Completion

 

20%

22-Sep-2003

30-Sep-2004

 

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.

Next 30 – 60 Days:

·          Update outdated material in previous version.

·          Requirements Workshop to determine new content.

·          Review of new content.

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

Risks:

·          N/A

Notes:

·          Need to find out the actual deadline.

 

HAVA Voter Registration Changes

Percent Complete

Project Start

Scheduled Completion

Actual Completion

 

58%

22-Sep-2003

30-Sep-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 SEC already meets the requirement of HAVA and therefore verification of SSA 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:

·          Finalize photo identification process for system, manual, and voter processes.

·          Voter history automation plan.

Risks:

·          Image scanning & retention of voter registration application might not be completed this plan year.

Notes:

·          N/A

 

Uniform and Overseas Citizens Absentee Voting Act UOCAVA

Secure Electronic Registration and Voting Experiment SERVE

Percent Complete

Project Start

Scheduled Completion

Actual Completion

 

33%

22-Sep-2003

30-Sep-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.

Next 30 – 60 Days:

·          Development and implementation of outstanding UOCAVA requirements.

Risks:

·          SERVE project is currently suspended by the Department of Defense.

Notes:

·          N/A

 

 

Financial Reporting Guidelines

Percent Complete

Project Start

Scheduled Completion

Actual Completion

 

20%

22-Sep-2003

30-Sep-2004

 

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

Next 30 – 60 Days:

·          Official agreement with DPS for grant administration assistance.

·          Financial Guidelines requirements workshop with DPS

·          Financial Reporting Guidelines document.

Risks:

·          N/A

Notes:

·          N/A

 

 

Performance Goals Measurement

Percent Complete

Project Start

Scheduled Completion

Actual Completion

 

30%

22-Sep-2003

30-Sep-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:

·          N/A

Next 30 – 60 Days:

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

·          Establish goals.

·          Establish measurement methodology and criteria.

 

Risks:

·          N/A

Notes:

·          Deliverable is amendment to State plan.

·          Committee should meet every other Monday in March/April

 

 

Uniform Voting Processes

Percent Complete

Project Start

Scheduled Completion

Actual Completion

 

20%

22-Sep-2003

30-Sep-2004

 

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.

Next 30 – 60 Days:

·          Documentation of Uniform Voting Processes

·          Initial Review of Uniform Voting Processes documentation.

Risks:

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

Notes:

·          Cannot be fully designed until the acquisition of the statewide voting system.

 

 

Legal Ballot Definition/Voter Intent

Percent Complete

Project Start

Scheduled Completion

Actual Completion

 

20%

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.

Next 30 – 60 Days:

·          Submittal of bill to the legislature.

Risks:

·          If not submitted soon, may miss 2006 plan date.

Notes:

·          N/A

 

Uniform Statewide Voting System RFP

Percent Complete

Project Start

Scheduled Completion

Actual Completion

 

100%

22-Sep-2003

30-Sep-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

Next 30 – 60 Days:

·          N/A

Risks:

·          N/A

Notes:

·          In evaluation stage.

 

 

Election Administration Security Plan (HAVA related)

Percent Complete

Project Start

Scheduled Completion

Actual Completion

 

10%

22-Sep-2003

30-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.

Next 30 – 60 Days:

·          County Requirements Workshop

·          SEC Requirements Workshop

·          Generic Security Plan

·          Specific Security Plan – Tailored to incorporate selected voting system.

Risks:

·          N/A

Notes:

·          N/A

 

 


 

 

Miscellaneous Items

Past 30 Days

o         N/A

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