2009 Indiana Election Administrator’s Conference Statewide Voter Registration System (SVRS) Project Update

1. 2009 Indiana Election Administrator’s ConferenceStatewide Voter Registration System (SVRS) Project Update December 2, 2009

2. Agenda • SVRS Program FY2010-2011 Budget • SVRS Data Cleanup and Maintenance • Online Voter Registration Solution • Overview • Functionality An electronic version of this presentation will be made available on the SVRS Project Portal

3. Update on SVRS Program Budget • The State Assembly did not approve sufficient funding to continue providing historical SVRS support service levels • The Vote Indiana Team met throughout the summer and approved the amendment of the State HAVA Plan to utilize some remaining federal funds for various HAVA initiatives, including ongoing maintenance of SVRS • The State is still awaiting the release of Federal funding from the Election Assistance Commission but has extended the support contracts for both Baker Tilly and Quest through the end of the year • Assuming the State receives the additional Federal funds, the State intends to continue providing counties with SVRS support services, including: SVRS Application Hosting, SVRS User Licenses, State-Provided SVRS Network Connectivity, SVRS Help Desk, County Outreach and Issue Management , SVRS Training , and SVRS Enhancements

4. SVRS Data Cleanup and Maintenance • As mentioned in numerous SVRS Project Team communications throughout 2009, the State is strongly encouraging counties to take advantage of the non-election year to perform SVRS data clean up activities • The State has been tracking county progress on the data cleanup and many counties have successfully completed their data cleanup effort. • However, there is still outstanding SVRS data cleanup remaining for several counties and the SVRS Project Team encourages counties to use the SVRS’ functionality to identify and resolve any outstanding data exceptions, including: • Voter Exceptions Hopper: Contain county’s list of voter record exceptions • Voter Exception Reports: Contain voter and precinct key exception information • Other Voter Hopper Processing: BMV, DOC, DOH, etc. • The SVRS Project Team encourages counties to reference past communications and sources for guidance on Voter List Maintenance and management of SVRS data exceptions.

5. SVRS Data Cleanup Progress • Canceling voter registration records which have been in inactive status since on or before August 10th, 2006. • Correcting voter registration records and precinct keys to address precinct and/or district assignment exceptions, such as voters missing address points, voters missing district township, voters missing precinct split, precinct splits unassigned to any voter records, voters assigned to expired precincts, etc.

6. SVRS Data Cleanup Progress (continued)

7. SVRS Data Cleanup Progress (continued) 3) Configuring SVRS with shared school board districts • 38 school board districts were identified as being shared with one or more neighboring counties and in need of SVRS configuration. • Updating the shared districts in SVRS will allow counties to report election results by using the SVRS CEB reports for school board offices in these shared school districts. • The State and Quest will be setting up the shared districts and coordinating with counties to determine the appropriate name of the new shared districts. This will be the full legal name of the school district, and include such designations as “Metropolitan”, “Community”, “United” and other school district designations. • Once SVRS has been configured with the shared school district, Counties will then “move” voters into the new district • State will delete the old district information from precinct keys in SVRS

8. Overview of Online Voter Registration Solution • Indiana Code 3-7-26.7 requires SOS and IED to implement an Online Voter Registration Solution • The SVRS Project Team has been working with several States (including Washington, Arizona, etc.) who have previously implemented an Online Voter Registration Solution to understand best practices and obstacles. • The SVRS Project Team has learned from these states that between 40-60% of paper-based voter registration application transaction activity eventually move to the Online Voter Registration Solution within 2 years of implementation. • The Online Voter Registration Solution is slotted for deployment in the SVRS Sandbox Environment between late February and early March 2010. • The SVRS Project Team will be launching a Statewide county outreach effort between January and February 2010 to recruit county involvement for the testing of the solution. • The SVRS Project Team will be offering training opportunities to counties as well as actively seeking county feedback between March – April 2010. • The Online Voter Registration Solution will be implemented on July 1, 2010 to meet Indiana Code requirements.

9. Online Voter Registration Overview www.indianavoters.in.gov or www.indianavoters.com Note This screen mock up is a draft design document and may change as the SVRS Project Team proceeds with development and testing.

10. Online Voter Registration Process Online voter registration process from applicant’s perspective.

11. Welcome Page and Accept Terms of Use • Comments • The applicant must accept the Terms of Use prior to proceeding with the voter registration process • www.indianavoters.in.govwill take advantage of IN.gov’s Browse aloud Text Reader for visually impaired and Spanish speaking applicants Note This screen mock up is a draft design document and may change as the SVRS Project Team proceeds with development and testing.

12. Step 1: Verify Voter Registration Eligibility and DLN/SID • Comments • Ability for Voter to Fill Out Paper Registration Form • Real-time validation of DLN or State ID information • Must enter valid DLN or State ID in order to proceed with voter registration • Security feature Note This screen mock up is a draft design document and may change as the SVRS Project Team proceeds with development and testing.

13. Step 2: Enter Voter Information • Comments • Applicant will need to identify the type of voter registration application • Applicant will enter information required on VRG-7 • Required fields must be completed in order to continue Note This screen mock up is a draft design document and may change as the SVRS Project Team proceeds with development and testing.

14. Step 3: Confirm Information and Voter Declarations • Comments • Applicant will have the opportunity to review and edit information • Applicant is required to select voter declarations in order to continue Note This screen mock up is a draft design document and may change as the SVRS Project Team proceeds with development and testing.

15. Step 4: Print Online Voter Registration Confirmation • Comments • Applicant will receive a submission date/time • Applicant will receive an online voter registration confirmation number • Applicant will be able to print an online voter registration application confirmation • Applicant will be directed to appropriate county for any questions or inquiries Note This screen mock up is a draft design document and may change as the SVRS Project Team proceeds with development and testing.

16. Online Voter Registration Application Confirmation • Comments • Confirmation Receipt • Includes the date and time of submission Note This screen mock up is a draft design document and may change as the SVRS Project Team proceeds with development and testing.

17. Online Voter Registration Process Within SVRS Online voter registration process from SVRS user’s perspective

18. Step 1: Online Voter Registration Hopper Search • Comments • This process is very similar to the way the BMV registrations currently work. • Online voter registration application received during a certain window within the day will be loaded in the appropriate county’s SVRS Online Voter Registration Hopper during an overnight process • Ability to search on last name or confirmation number Note This screen mock up is a draft design document and may change as the SVRS Project Team proceeds with development and testing.

19. Step 2a: Application with No Matches • Comments • Functionality similar to current BMV Registration Hopper • Will be adding an ability to see information BMV’s DLN/SID information Note This screen mock up is a draft design document and may change as the SVRS Project Team proceeds with development and testing.

20. Step 2b: Application with Matches Found • Comments • Functionality similar to current BMV Registration Hopper • Select any of the matches, if more than one match was found. • Approve the match and update the existing voter. • Mark the match as “Pending”. • Mark the match as “Research Needed”. • Mark the match as “Match Rejected” which makes that match inactive. Note This screen mock up is a draft design document and may change as the SVRS Project Team proceeds with development and testing.

21. SVRS Reports for Online VR Applications Note This screen mock up is a draft design document and may change as the SVRS Project Team proceeds with development and testing.

22. SVRS Reports for Online VR Applications Note This screen mock up is a draft design document and may change as the SVRS Project Team proceeds with development and testing.

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24. SVRS Project Team Resources and Contact Information State • Joe McLain (havaadministrator@sos.IN.gov or 317.234.8683) • Andrew Schuman (Andrew.Schuman@bakertilly.com or 414.777.5529) Quest • Quest Help Desk (insvrssupport@questis.com or 888.467.8771)