California Use Procedures

® Democracy Suite RAVBM Use Procedure Version: 5.10-A::2 August 5, 2021 Table of Contents Chapter 1: Introduction . . . . . . . . . . . . . . . . . . . . . . . . 1 1.1 Relevant Disclaimers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 1.2 System Description and Components . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 Chapter 2: Pre-Election Testing . . . . . . . . . . . . . . . . . 3 2.1 Logic and Accuracy Testing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3 2.1.1 Logic and Accuracy Test Process . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3 2.1.2 Retention of Test Materials . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 ® 2.1.3 ImageCast Remote Logic & Accuracy Testing Procedure . . . . . . . . . . 4 Chapter 3: Election Preparation . . . . . . . . . . . . . . . 6 3.1 Preparing Ballots in EED . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6 3.2 Home Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7 3.3 Voters Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 3.3.1 Manually Adding Voters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 3.3.2 Managing Voter Major and Minor Categories . . . . . . . . . . . . . . . . . . . 10 3.3.3 Voters Approval . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12 3.3.4 Regenerate Voter PIN's . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12 3.3.5 Import Voters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13 3.4 Global Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14 3.4.1 Configure Display Options in the Administration Portal . . . . . . . . . . . 15 3.4.2 Language Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15 3.4.3 Configure Voter ID Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15 3.4.4 Configure PIN Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16 3.4.5 Configure Registration Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16 3.4.6 Voting Interface Language Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17 3.4.6.1 Configure Password Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17 3.5 Tabulators Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18 3.5.1 Import Election Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18 3.5.2 Configure Tabulator Parameters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19 3.5.2.1 Ballot Rules . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20 3.6 Data Clear . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21 3.6.1 Set Results to Zero . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21 3.6.2 Erase All Voters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22 8/5/2021 i Version: 5.10-A::2 Table of Contents 3.6.3 Clear Election Definitions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22 3.7 Download Administration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22 3.7.1 Creating Custom Ballot Packages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23 3.7.2 Creating Document Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24 3.7.3 Uploading Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25 3.7.4 Download Package Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26 3.7.4.1 Editing Document Type Information . . . . . . . . . . . . . . . . . . . . . . . . 27 3.7.4.2 Reordering Documents in the Download Package . . . . . . . . . . . . . 27 3.7.4.3 Replacing Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27 3.7.4.4 Localizing Voter Major and Minor Categories Descriptions . . . . 28 3.7.5 Ballot Content Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29 3.7.5.1 Sub-Header and PDF Generation Settings . . . . . . . . . . . . . . . . . . 29 3.7.6 Download Administration Advanced Settings . . . . . . . . . . . . . . . . . . 30 3.8 Security Question Administration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31 3.9 Localization Administration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32 3.9.1 Edit Resources . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32 3.9.2 Export-Import Resources . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33 3.10 User Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36 3.10.1 User Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37 3.10.2 Configure User Account Policy . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38 3.10.3 Edit Role Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39 3.11 Customization . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40 3.12 Email Administration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41 3.12.1 Email Administration Homepage . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41 3.12.1.1 Adding an Email Template . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41 3.13 Voters List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44 3.13.1 Change a Voter's Request Status . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45 3.13.2 Re-issue a Voter PIN . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45 3.13.3 View Voter Details . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46 3.13.4 View Voter Actions Log . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46 3.13.5 Edit Voter Details . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47 Chapter 4: Voting Procedures . . . . . . . . . . . . . . . . 48 8/5/2021 ii Version: 5.10-A::2 Democracy Suite® RAVBM Use Procedure 4.1 Start Voting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48 4.2 Languages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49 4.2.1 Language Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50 4.2.2 Voting Interface Language Options . . . . . . . . . . . . . . . . . . . . . . . . . . . 50 4.3 Accessibility . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52 4.3.1 Accessibility Testing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53 4.3.1.1 Internal Testing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53 4.3.1.2 External Testing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54 4.3.2 Adjustable Contrast . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54 4.3.3 Adjustable Text Sizing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54 4.3.4 Using Screen Readers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54 4.4 Stop Voting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55 4.5 Reporting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56 4.6 Audit Logs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58 Chapter 5: Manual Recount Procedure . . . . . . . . 59 5.1 Recount Procedures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59 5.1.1 Ballot Cast PDF Verification via Hand Count . . . . . . . . . . . . . . . . . . . . 59 5.2 1% Manual Recount Procedures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59 5.3 Request for a Manual Recount . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59 Chapter 6: Security . . . . . . . . . . . . . . . . . . . . . . . . . 60 6.1 Security Controls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60 6.2 Data Center . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60 6.3 Controlled Voter Access . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60 6.4 Secured Channel . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60 6.5 User Access . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61 6.6 Audit Logs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61 Appendix A: List of Email Template Keys . . . . . . . . . . . . . . 62 Appendix B: Acceptance Testing . . . . . . . . . . . . . . . . . . . . . 64 B.1 Objectives . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64 B.1.1 Process and Reporting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64 B.1.2 Tracking Results . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64 Version: 5.10-A::2 iii 8/5/2021 Table of Contents B.1.3 Test Environment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64 B.1.4 Usability Testing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64 B.1.5 Unit Testing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64 B.1.6 Verifying the HTML . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65 B.1.7 Load Testing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65 Revision History . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66 List of Figures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67 List of Tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69 8/5/2021 iv Version: 5.10-A::2 Democracy Suite® RAVBM Use Procedure CHAPTER 1: INTRODUCTION 1.1 Relevant Disclaimers ® This document may make reference to certain Democracy Suite functionalities that are not part of the current 5.10-A campaign and should be disregarded throughout the document. For a full list of relevant disclaimers, please see the “Relevant Disclaimers” section ® in the 3.2 - Democracy Suite System Overview Document. 1.2 System Description and Components ® The ImageCast Remote product provides services for registration, online ballot delivery, and ballot marking. ® The ImageCast Remote product is integrated with the Dominion Voting Election Management System (EMS), a set of applications for all pre-voting and post- voting activities accomplished in the process of defining and managing an election. These applications include Election Event Designer, Results Tally & Reporting, Audio Studio, Election Data Translator, and Results Transfer Manager. ® The ImageCast Remote product enables the voter to mark their ballot using a secure web-based interface, print that ballot, and then return it to their clerk. • WCAG 2.0 Level AA conformance • The following languages: • Chinese • English • Filipino • French • Hindi • Japanese • Khmer • Korean • Spanish • Thai • Vietnamese Version: 5.10-A::2 1 8/5/2021 Chapter 1 - Introduction • WCAG compliant screen readers, and ballot navigation via browser-based personal assistive devices. • Built to optimize the user experience – uses standard HTML and JavaScript • Compatible with Microsoft Explorer, Firefox, Safari and Chrome • Voters are able to use a multitude of devices in order access the RAVBM system, including (but not limited to) PC with standard browsers, iPad tablets, smartphones, as well as any touch tone phone. • The ICR platform can also be utilized for curb-side voting, by allowing voters to access it on a tablet connected to the Internet, installed on a cart with other necessary components. • The system will print a choice summary ballot, which contains a written summary of the voter’s selections, along with a 2D secure barcode. ® For the ImageCast Remote software platform, Dominion provides full hosting services with all servers and network equipment required. The platform is based on full redundancy and load balancing for greater availability, scalability and security. The infrastructure consists of Dell servers, Cisco network equipment, Microsoft SQL Server RDBMS as well as a complete hosting platform based on Microsoft .NET technology. During the Registration process, an voter submits a request for an electronic ballot to the governing voteral body (returning officer). Once this request is validated and completed, the voter is provided a security code (PIN) which permits them to access an online ballot and complete the ballot secretly and securely. 8/5/2021 2 Version: 5.10-A::2 Democracy Suite® RAVBM Use Procedure CHAPTER 2: PRE-ELECTION TESTING ® Dominion’s ImageCast Remote product is supported by a fully-redundant network and application architecture protecting against a single point of failure. The system was specifically designed to span multiple data centers, on multiple servers with proactive network security devices powered by industry leaders. ® Users of the ImageCast Remote product are able to use a multitude of devices in order access the voting system, including personal computers with standard browsers including Internet Explorer, Firefox, Safari, and Chrome, as well as mobile devices including tablets and smartphones. 2.1 Logic and Accuracy Testing Prior to the start of voting, the voting system is subject to Logic and Accuracy (L&A) testing, which provides the jurisdiction with the ability to completely, and fully, test all aspects of the voting process. L&A testing is a fundamental part of any RAVBM system deployment. It provides the end-user with a final system evaluation to ensure that the product line has been configured correctly and is functioning properly. It is also the final check before the system is used for an Election. The two main objectives of Logic and Accuracy testing are to verify that ® the ImageCast Remote product is functioning as intended and that the election definition has been configured correctly. This type of end-to-end testing provides complete confidence in the voting system. 2.1.1 Logic and Accuracy Test Process ® A Logic and Accuracy process is run on the ImageCast Remote product with the jurisdiction’s Election Officials prior to the start of voting. Logic and Accuracy testing ensures the voting solution will perform as expected and as defined by the Election Officials, including; • Testing various voting scenarios, such as: multiple login, attempted login with disabled voter credentials, generating multiple downloaded ballots using the same credentials, attempting to vote while the system is in a closed state (prior to vote starting or after voting has been stopped). • Testing of error handling when a voter attempts an incorrect function, such as incorrect voter credential etc. • Ensuring all screen text, candidate names, error messages etc., are appropriate and accurate. • Testing of accessibility features. Version: 5.10-A::2 3 8/5/2021 Chapter 2 - Pre-Election Testing 2.1.2 Retention of Test Materials ® Reports generated by ImageCast Remote product testing should be retained along with any supplementary testing materials, for the retention period required by California law. This should take place in a secured location with restricted access to those designated by the jurisdiction. 2.1.3 ImageCast® Remote Logic & Accuracy Testing Procedure ® This section describes the Logic & Accuracy testing procedure for the ImageCast Remote (referred to as ICR) product. The ICR Logic and Accuracy Test procedure consists of loading ICR election files, and completing each ballot of the election using a set of ballots (test deck) for which the correct results are known ahead of time. Downloaded ballots resulting from the completion of elections are scanned, adjudicated (where required) and the results uploaded to EMS RTR where it can be verified that the results agree with those expected. Initially, the results will be loaded into RTR with "Skipped Adjudication" option checked and the Election Summary Report will be run (simulating election night reporting). Then, if using Adjudication, the originally imported results for such tabulators will be Reset in RTR. The ballots will then be adjudicated and canvass reports will be produced. After testing is complete, the L&A test results are archived. Procedure: 1. Open the ICR Administration Portal application and Erase All Voters to remove voters including records of requests and logins. 2. Import the voter list required for the L&A Test, or manually create new Voters using the interactive functionality. 3. Re-zero Voting Results in order to ensure clearance of voter ballots and voting status records. Ensure that Registration and Voting are stopped as the Re-zero Voting Results operation can only be carried out before Registration and Voting starts, or after they have stopped. 4. From within the Reports tab of the main menu generate the Zero Results Report. Confirm that the report indicates clearance of voter ballots and voting status records. 5. Using functionality in the ICR Administration Portal, import election files created earlier using the EMS Server. If the election project has been prepared by the Dominion Voting Systems Service Bureau, the prepared ICR election files will be provided along with the election project. 8/5/2021 4 Version: 5.10-A::2 Democracy Suite® RAVBM Use Procedure 6. Optionally, generate test ballots (test decks), either manually from unmarked ballots, or automatically using the EMS Test Deck application with a predetermined voting pattern. Use a control sheet to record and summarize the test deck result totals. ® 7. In the ImageCast Remote voting application start Registration and Voting. 8. As per the test deck being used, register voters and for each voter mark and download ballots. 9. Once voting is completed, in the Tabulator Settings interface, stop voting by clicking on the Stop Now button under Manual in the Automatic Start and Stop Settings panel. 10. Open the EMS Results Tally & Reporting application (referred to here as RTR). If the project was created by the Dominion Voting's Service Bureau, the RTR username and password will be provided to the jurisdiction. Jurisdictions programming their own elections will have to have their Administrator create an RTR user account and activate it in EED. 11. Open the appropriate Election Project and enter your login credentials. 12. Load the results files, audit log files and result images (if enabled and required) from the Dominion Voting scanners/tabulators into the RTR application. For tabulator results that have the Secondary Path set to the EMS Server and have automatic loading of results enabled in the RTR application, the results will automatically be loaded into the EMS. However, for tabulators that have only load path set (such as the case might be for the ICC tabulators handling write-ins) the results will need to be loaded manually. When loading results from the ICC tabulator handling ballots with write-ins, ensure that the "Skip Adjudication" checkbox is selected. Upload all result files. 13. Validate and publish results files in the RTR application. 14. Create the Election Summary Report. 15. Confirm that the results from the RTR Election Summary Report match the tabulator summary reports and the expected test deck results. 16. Review a subset of Audit Marked images in order to confirm that ballot image files are clear and readable and to verify that the system is interpreting the individual ballots correctly. If using Adjudication, then after ® completing the Logic and Accuracy test for both ImageCast Evolution and ® ImageCast Central, results will be adjudicated and verified. If not using Adjudication, then write-in can be resolved directly in RTR. Version: 5.10-A::2 5 8/5/2021 Chapter 3 - Election Preparation CHAPTER 3: ELECTION PREPARATION 3.1 Preparing Ballots in EED Before an election project can be imported into ICR, it first must be created and styled in Election Event Designer (EED). For instructions on how to create and ® style an election project in EED refer to the Democracy Suite EMS Election Event Designer User Guide. The EED editor is compatible with Rich Text Format (RTF) but has limited support of HTML. Consequently, the EED preview does not reproduce what's displayed on IV pages. ICR supports the following text styling elements: • Large text • Small text • Italic • Bold • Underline • Form background color ICR does not support the following on screen view: • Text color highlighting • Indentation • Text background color • Ordered and unordered list can't be aligned to any other alignment than left aligned The following is a list of best practices to apply during ballot styling: • The contest title should consist a simple line of text. • EED’s default font size is 11 points. It is not recommended to use font sizes above 22 pts. NOTE: Printed QR ballots styling is not supported. All styling elements will be printed on the QR ballot as a plain text. 8/5/2021 6 Version: 5.10-A::2 Democracy Suite® RAVBM Use Procedure 3.2 Home Page Upon logging into the Remote Voting Administration Portal, the Home page is shown. Figure 3-1: Home Page This page displays the following election metrics: • Whether voting is currently active • Whether registration is currently active (valid only for voting with registration) • Voters Statistics: • Total: Total number of voters in the system (valid and not valid) • Valid: Total valid voters in the system • Can Vote: Total voters eligible to download a ballot • Requests Statistics: • Total: Total number of requests received • Accepted: Number of accepted requests • Pending: Number of requests pending verification • Rejected: Number of rejected requests • Requests/Control Data (valid only for voting with registration) • Match: Number of requests that are matching the comparison criteria Version: 5.10-A::2 7 8/5/2021 Chapter 3 - Election Preparation • Not Match: Number of requests that are not matching the comparison criteria • Refresh button: The Home page does not refresh automatically. Click Refresh to update with the latest information. 3.3 Voters Management The Voters Management tab enables the Administrator to perform voter requests manipulation, such as clearing ballots and voting statuses, importing and exporting voters, processing requests, and configuring the application to automatically generate and export the voter list with PINs. Figure 3-2: System Administration - Voters Management 3.3.1 Manually Adding Voters If a voter was not added during the voters list import but is eligible to vote, add the voter manually. 8/5/2021 8 Version: 5.10-A::2 Democracy Suite® RAVBM Use Procedure To add a voter: 1. From the Remote Voting Administration Portal, click Voters List. Figure 3-3: Voters List Screen 2. At the top left, click Add. The Add Voter window appears. 3. In the Add Voter window, fill all the fields required by your elections body. Version: 5.10-A::2 9 8/5/2021 Chapter 3 - Election Preparation Figure 3-4: Add Voter Window 4. Click Save. The voter is added and saved to the database. There are 5 fields that categorize voters: • Ballot info • Address • Details • Custom Data • Property info If the voter’s account was deactivated, they will receive a deactivation email detailing the status of their account. If the voter wishes to reactivate their account, they will receive a reactivation email allowing them to return to the database as a voter. 3.3.2 Managing Voter Major and Minor Categories In the Application Settings menu, select Download Administration. You can manage voters by major or minor categories. A major category is compartmentalizes voters into groups of voter types. In a major category, there can be several minor categories to further differentiate between several types of voters. Under the Voting Interface Options title, you can control what the voter views during voting activities. 8/5/2021 10 Version: 5.10-A::2 Democracy Suite® RAVBM Use Procedure To manage voter categories during voting: 1. In the Application Settings menu, select System Administration. 2. Click the Global Settings tab. Figure 3-5: System Administrator Screen 3. Under the Voting Interface Options title, there is the Voter Category Self Declaration option. 4. Check the Voter Category Self Declaration option to allows the voter to select their corresponding major category. Uncheck the Voter Category Self Declaration option to allow the poll administrator to select their corresponding major category. Figure 3-6: Voting Interface Options Version: 5.10-A::2 11 8/5/2021 Chapter 3 - Election Preparation Under the Voting Interface Options title, you can show or hide the Login as a new voter and Cancel session buttons. The Login as a new voter button is enabled for new voters and can be hidden after the voter logs into the database. The Cancel session button is enabled for voters to end their session during voting activities. This button should always be enabled. You can also show or hide Contest/Choice Guides. The contest and choice guides give voters clear instructions and guides on how to cast their votes. 3.3.3 Voters Approval This option is only valid for voting with registration. It enables the Administrator to run the application to automatically accept all requests in the system that have a matching first name, last name, and date of birth. NOTE: Running this function does not permanently turn Automatic Acceptance on but initiates a once-off review of all queued requests. To Auto Accept Pending Requests: 1. Once logged in to the Administration Panel, expand the Application Settings drop-down, and select System Administration. 2. Click the Voters Management tab. 3. Under Voters Approval, click Run now for Accept All Matching Pending Requests. 4. Enter your user name and password, and then click Login. A notification displaying the number of voters accepted appears. 3.3.4 Regenerate Voter PIN's This option generates and exports a voter list with PINs. The list is exported as a .csv file with the following columns: • ID (External Voter ID) • First Name (voter's first name) • Last Name (voter's last name) • Language (If provided, can be English or French) • Email (voter's email address) • PIN1 (voter's login ID) • PIN2 (voter's login PIN) To Regenerate a Voter List with PINs: 1. Once logged in to the Administration Panel, expand the Application Settings drop-down, and select System Administration. 8/5/2021 12 Version: 5.10-A::2 Democracy Suite® RAVBM Use Procedure 2. Click the Voters Management tab. 3. Under Import and Export Voters, in the Regenerate Voter PINs (marked for postal notification) and make export file panel, click Regenerate and Export. 4. Enter your user name and password, and then click Login. 5. Once the file has been generated, click Confirm to confirm that the file is valid and successfully downloaded. 3.3.5 Import Voters The Import Voters button enables the Election Official to import voters and their relevant information. To Import Voters: 1. Once logged in to the Administration Panel, expand the Application Settings drop-down list, and select System Administration. 2. Click the Voters Management tab. 3. Under Import & Export Voters, in the Import Voters panel, click Choose File. 4. Select the file containing the voters you wish to import into the application, and click Open. 5. In the Import Voters panel, click Import. The Voters List is populated and a notification appears displaying the number of voters and their attributes. Version: 5.10-A::2 13 8/5/2021 Chapter 3 - Election Preparation 3.4 Global Settings Figure 3-7: System Administration - Global Settings 8/5/2021 14 Version: 5.10-A::2 Democracy Suite® RAVBM Use Procedure 3.4.1 Configure Display Options in the Administration Portal This option allows you to change the default settings such as page size, date format, and phone number format. To Configure Display Options: 1. Once logged in to the Administration Panel, expand the Application Settings drop-down, and select System Administration. 2. Click the Global Settings tab. 3. Under Display Options, make your desired changes to the settings. 4. Once you are finished, click Update to apply the changes. 3.4.2 Language Management This option enables the Election Official to determine which of the languages defined in the election file will be displayed for voters to choose from, and the order in which languages will appear in the selection interface. NOTE: The display of the English language is enabled by default. To configure Voting Interface Language Options: 1. Once logged in to the Administration Panel, expand the Application Settings drop-down, and then select System Administration. 2. Click the Global Settings tab. 3. Under Languages Management; • Enabling a language makes that language available during voting sessions. • The arrows under Display Order changes the order that languages are displayed in the voting interface. 3.4.3 Configure Voter ID Options This option allows you to select the parameters for Voter IDs, such as generate Voter IDs on import, the length complexity of the Voter ID. NOTE: Voter ID Options is disabled if there is one or more voter records in the system. To Configure Voter ID Options: 1. Once logged in to the Administration Panel, expand the Application Settings drop-down, and select System Administration. Version: 5.10-A::2 15 8/5/2021 Chapter 3 - Election Preparation 2. Click the Global Settings tab. 3. Under Voter ID Options, set the desired parameters: • If you wish to generate Voter IDs as voters are imported, select Should generate Elector IDs (on import). • Select the desired maximum and minimum lengths for the generated Voter IDs. • Select whether the generated Voter ID will contain, only letters, only numbers, letters and numbers. • To generate Elector IDs that contain special characters, select Complex from the drop-down. 4. Click Update to apply the parameters. 3.4.4 Configure PIN Options This option allows the Election Official to select the PIN parameters. NOTE: PIN Options is disabled if there is one or more voters which have been notified. To Configure PIN Options: 1. Once logged in to the Administration Panel, expand the Application Settings drop-down, and then select System Administration. 2. Click the Global Settings tab. 3. Under PIN Options, set the desired parameters: • Select the desired maximum and minimum lengths for the generated Voter PINs. • From the drop-down, select the format for the generated Voter PINs. 4. Click Update to apply the parameters. 3.4.5 Configure Registration Options This option allows the Election Official to select the notification type(s) that will display on the voters registration page, enabling the voter to select their preference. NOTE: The Setting Request Receipt Options interface is disabled if there is one or more voters which have been notified. To Configure Registration Options: 1. Once logged in to the Administration Panel, expand the Application Settings drop-down, and then select System Administration. 8/5/2021 16 Version: 5.10-A::2 Democracy Suite® RAVBM Use Procedure 2. Click the Global Settings tab. 3. Under Registration enable select whether to enable voters the ability to register. 4. Under Automatically Accept Voter Request select whether to automatically accept requests where the data entered matches voter data provided by the jurisdiction. 5. Under Available Notification Types, select the notification type(s) to be made available. 6. Under Default Notification Type, select the type to be made the default from the drop-down list. 7. Request Receipt Options enable the election officer to configure the Request Receipt that will be sent to Electors as party of the link to generate their PIN. • Request Receipt Length: enables definition of the length of the receipt. • Request Receipt Format: enables definition of the configuration of the receipt through use of the pull down. 8. Click Update to apply the changes. 3.4.6 Voting Interface Language Options This option enables the Election Official to control display options regarding available languages. To configure Voting Interface Language Options: 1. Once logged in to the Administration Panel, expand the Application Settings drop-down, and then select System Administration. 2. Click the Global Settings tab. 3. Under Voting Interface Language Options; • Selecting or clearing the Language selection on landing page checkbox enables or disables the language selection interface on the landing page. • Selecting or clearing the Language selection during session checkbox enables or disables the language selection interface during voting sessions. 3.4.6.1 Configure Password Options This option allows the Election Official to select the parameters for voter passwords used to login into a voting session. To Configure Password Options: Version: 5.10-A::2 17 8/5/2021 Chapter 3 - Election Preparation 1. Once logged in to the Administration Panel, expand the Application Settings drop-down, and then select System Administration. 2. Click the Global Settings tab. 3. Under Password Options, set a minimum and maximum length for the password. 4. Specify the following password criteria: Password must contain • only letters • only numbers • both letters and numbers • letters, numbers • special characters (Complex). 3.5 Tabulators Management 3.5.1 Import Election Files NOTE: Performing this operation overwrites all previously imported election data. To import election files: 1. Expand the Application Settings drop-down, and then select System Administration. 2. Click the Tabulators Management tab. Figure 3-8: Import Election Files 3. Under Import election files, click Select File. 4. Navigate to the election definition files (dat/xml). Select a single or multiple files and then click Open. The files appear in the import queue. 8/5/2021 18 Version: 5.10-A::2 Democracy Suite® RAVBM Use Procedure 5. Review the files, if any files are incorrect click Remove. Once all election files are correctly in the queue, click Upload. An upload bar appears. Figure 3-9: Uploading Election Files 6. Once all election files are uploaded, click Import ED. When the import completes, a “Importing election definition succeeded” message appears. Once the election files are loaded, the list of available tabulators is populated. 3.5.2 Configure Tabulator Parameters The Tabulator Actions button enables the Election Official to configure automatic start and stop settings, Ballot Rules, Display Options, and Show CAPTCHA ® Options for ImageCast Remote Tabulators. To Configure Tabulator Parameters: 1. Once logged in to the Administration Panel, expand the Application Settings drop-down, and then select System Administration. 2. Click the Tabulators Management tab. Version: 5.10-A::2 19 8/5/2021 Chapter 3 - Election Preparation 3. In the IV Tabulator row, click Actions, then Edit to open the Tabulator Settings. Figure 3-10: Tabulator Settings 4. Under Automatic Start & Stop Settings, configure the following: • Select the date and time Registration begins and ends. • Select the date and time Voting begins and ends. 5. To manually start and stop Voting or Registration, click Start Now or Stop Now under Manually. 3.5.2.1 Ballot Rules NOTE: Ballot Rules lists all the conditions that are detected by the tabulator. • To prevent ballots containing a specific condition from being downloaded, select Block for that condition. • To warn the voter when a condition is detected but allow the ballot to be downloaded, select Warn for that condition. • To allow a ballot containing a condition to be downloaded without warning, select Allow for that condition. • Under Show CAPTCHA Options, select the pages you wish the CAPTCHA security feature to appear on. • Show contest stripe enables the Election Official to either display or not display the list of contests on the top of the voter's voting page. 8/5/2021 20 Version: 5.10-A::2 Democracy Suite® RAVBM Use Procedure • Voting target on right side of choice enables the Election Official to select between the voting target displayed on either the left or right side of the selection, or candidate. • If the voter is to be presented with, and required to respond to the following parameters, they can be selected using the corresponding controls; • Ask For Date of Birth • Ask For PIN • The Info page timeout controls the period of time the user has in which to complete input forms on the voting interface. • Click Save to apply the changes, or click Close to exit without applying the changes. 3.6 Data Clear The Data Clear page allows administrators to erase results, voter data, and election definitions. Figure 3-11: System Administration - Data Clear 3.6.1 Set Results to Zero This feature clears voter voting status, as well as any vote activity associated to voters. NOTE: Re-zeroing cannot be performed when either Registration or Voting are active. To Reset Voting Status: 1. Once logged in to the Administration Panel, expand the Application Settings drop-down, and select System Administration. 2. Click the Data Clear tab. 3. Under Set results to zero (clear voting statuses for voters), click Re-zero. Version: 5.10-A::2 21 8/5/2021 Chapter 3 - Election Preparation 4. Enter your user name and password, and then click Login. When re-zeroing completes a confirmation message appears. 3.6.2 Erase All Voters This option re-zeros the system and removes all voters and requests. NOTE: This action cannot be performed when Voting is active, and should only be performed for testing and training purposes. To Erase all Electors: 1. Once logged in to the Administration Panel, expand the Application Settings drop-down, and select System Administration. 2. Click the Data Clear tab. 3. Under Erase ALL voters (including requests and cast ballots), click Erase. 4. When prompted, enter your user name and password, and then click Login. 5. Confirm when prompted. 3.6.3 Clear Election Definitions This option removes all election definition information. NOTE: This action cannot be performed when voting is active, and should only be performed for testing and training purposes. To remove all election definition information: 1. Once logged in to the Administration Panel, expand the Application Settings drop-down, and select System Administration. 2. Click the Data Clear tab. 3. Under Clear election definitions, click Erase. 4. Enter your user name and password, and click Login. 5. Confirm when prompted. 3.7 Download Administration Once the voter completes choice selection, they will be prompted to download the ballot package as one or multiple PDF files. The Download Administration settings control what files are downloaded. 8/5/2021 22 Version: 5.10-A::2 Democracy Suite® RAVBM Use Procedure The ballot package can be customized as per your jurisdiction’s requirements by including, excluding and customizing each file in the package, as well as including different ballot packages for different voter major and minor categories or languages. The completed ballot is the only mandatory component of the ballot package. This section covers the following: • 3.7.1 “Creating Custom Ballot Packages” • 3.7.2 “Creating Document Types” • 3.7.3 “Uploading Documents” • 3.7.4 “Download Package Management” • 3.7.5 “Ballot Content Settings” • 3.7.6 “Download Administration Advanced Settings” 3.7.1 Creating Custom Ballot Packages Custom ballot packages can be used to deliver a different set of documents to the voter upon completion of their voting session. Ballot packages can be configured for both voter major and minor categories and voter language. To create custom ballot packages: 1. Expand Application Settings, select Download Administration. 2. Add a new voter major and minor categories by clicking the + button next to the row of voter major and minor categories. The Create New voter major and minor categories screen appears. Figure 3-12: Add a New Voter Major and Minor Categories Button 3. Enter the default name and a description for this voter major and minor categories. Version: 5.10-A::2 23 8/5/2021 Chapter 3 - Election Preparation NOTE: This information will appear on the login page to voters. Example: If the default name “RAVBM” and description “Remote Accessible Vote By Mail” are entered, they appear on the login screen as in figure 4-2. By default, the default name and description will appear for all languages. For instruction on how to customize each language, refer to section 3.7.4.4“Localizing Voter Major and Minor Categories Descriptions”. Figure 3-13: Voter Major and Minor Categories on Login page 4. Repeat steps 2 and 3 until you have added all required voter major and minor categories. 5. If ballot packages for different languages are required, click Add Language. The Add Language window appears. 6. From the pull-down menu select the language you wish to add. Then click Save. The language is added as a column for all voter major and minor categories. 7. After completing these steps, proceed to the next section. NOTE: Voters have the option of viewing a sample ballot or marking a sample ballot. 3.7.2 Creating Document Types Each voter major and minor categories can have as many document types as required. Each document type is represented by a row in the Download Package screen. NOTE: While added languages persist across all voter major and minor categories, document types must be added separately for each voter major and minor categories. To create new document types: 1. From the voter major and minor categories ribbon, select a voter major and minor categories. 8/5/2021 24 Version: 5.10-A::2 Democracy Suite® RAVBM Use Procedure 2. Create a new document type by clicking the + button next to Document type. Figure 3-14: Add A New Document Type Button 3. Enter a Document Type and Document File Name. • Document Type: A label for the document type. • Document File Name: All imported documents will be renamed to share a similar file names. Example: Entering “CoverSheet” will generate files named CoverSheet_All, CoverSheet_EN, CoverSheet_ES, etc. 4. Select Include File in Download. NOTE: Ensure Include file in Download is selected. If Include File is Download is not selected, the document will not appear in the voter’s downloaded package after their voting session, even if it has been uploaded to ICR. 5. Click Save. The new document type appears as a new row. 6. Repeat the above procedure until all document types for this voter major and minor categories have been added. 7. After completing all document types you may either repeat the above steps for each voter major and minor categories or move on to the next section to upload documents. 3.7.3 Uploading Documents ICR’s download administration supports two different categories of documents: • All language documents • Language-specific documents Each language is represented by a column. Each document type (represented by rows) can either have one all languages document or multiple documents translated for each language, but not both. Each voter major and minor categories may use any combination of all language or language-specific documents across document types. To upload documents: Version: 5.10-A::2 25 8/5/2021 Chapter 3 - Election Preparation 1. From the voter major and minor categories ribbon, select a voter major and minor categories. 2. For each document type row, click Import in either the All Languages column or under an individual language’s column. The Import Document window appears. Figure 3-15: Document Import Button 3. Click Choose File.Locate the document you wish to include, click Open. The upload begins. The upload process is complete when the imported document is highlighted green. 4. Click Import. 5. If you uploaded a language-specific document in step 2, repeat step 2 for all other languages for that document type by clicking Import under each language column. NOTE: Each document type may have either a document for all languages or language-specific documents, but not both. The import buttons for the other category will disappear after a document has been uploaded. If you need to swap an all language document with a language-specific document (or the reverse), delete all existing documents for that document type. 6. Repeat the procedure for each document type until all documents have been uploaded for the selected voter major and minor categories. 7. When complete, either select another voter major and minor categories and repeat the above instructions or return to section 3.7.2“Creating Document Types” to complete creating document types for other voter major and minor categories. When all voter major and minor categories have all languages assigned you may move on to the next section. 3.7.4 Download Package Management This section provides information for managing existing documents. The following topics are covered: • 3.7.4.1“Editing Document Type Information” 8/5/2021 26 Version: 5.10-A::2 Democracy Suite® RAVBM Use Procedure • 3.7.4.2“Reordering Documents in the Download Package” • 3.7.4.3“Replacing Documents” • 3.7.4.4“Localizing Voter Major and Minor Categories Descriptions” 3.7.4.1 Editing Document Type Information Document type information (document type, document file name, and included in download) can be edited as long as no voters are currently logged in under that voter major and minor categories. To edit document type information: 1. Expand the Application Settings menu, select Download Administration. 2. From the voter major and minor categories ribbon, select a voter major and minor categories. 3. Locate the document type you wish to edit. To the right of the Document Type name, click the pen and paper icon. The Edit window appears. Figure 3-16: Document Type Edit Button 4. Change the settings or information. 5. Click Save. 3.7.4.2 Reordering Documents in the Download Package The order of documents in the download package can be changed at any time. To change the order of files: 1. Expand the Application Settings menu, select Download Administration. 2. From the voter major and minor categories ribbon, select a voter major and minor categories. 3. On the left side of the download package table, click the red arrows to reorder the position of the files. The top-most file is the first file in the package. The order saves automatically each time a document is reordered. 3.7.4.3 Replacing Documents Version: 5.10-A::2 27 8/5/2021 Chapter 3 - Election Preparation Documents in download packages can be edited as long as no voters are currently logged in under that voter major and minor categories. To replace files: 1. Expand the Application Settings menu, select Download Administration. 2. From the voter major and minor categories ribbon, select a voter major and minor categories. 3. Locate the document you’d like to replace from the download package table. If the replacement document is of the same language category skip to step 4. If the replacement document is of a different category (all languages or language-specific), delete all uploaded documents of that document type then move on to step 4. 4. Under the desired language column, click Import. The Import Document window appears. 5. Click Choose File. 6. Locate the document you wish to upload, click Open. The upload begins. The upload process is complete when the imported document is highlighted green. 7. Click Import. 8. If you uploaded a language-specific document, repeat these steps for all other languages for that document type by clicking Import under each language column for that document type. 3.7.4.4 Localizing Voter Major and Minor Categories Descriptions By default, when voter major and minor categories are created the default name and description are applied to all languages. If you need translations for voter major and minor categories names and descriptions to appear on the login screen follow the instructions below. NOTE: These instructions must be performed while voting is stopped and before any ballots have been cast. To enter localized voter major and minor categories descriptions: 1. Expand the Application Settings menu, select Download Administration. 2. From the voter major and minor categories ribbon, select the voter major and minor categories you wish to edit. 3. Click Edit. The Edit window appears. 8/5/2021 28 Version: 5.10-A::2 Democracy Suite® RAVBM Use Procedure 4. From the Language drop-down, select a language. 5. Edit the values for Localized Name and Description with your translated content. 6. Click Save. 7. Repeat the steps 3 to 6 for each language requiring localization. 8. Then repeat the procedure for every voter major and minor categories requiring localization. 3.7.5 Ballot Content Settings The ballot contains a header with the ballot title, a sub-header containing the precinct name and ballot ID, the QR code, and a human-readable list of the selections which reflect the choices made by the voter. This document is always included in the ballot package. The Download Package Content Settings allow the administrator to change the appearance of the header. 3.7.5.1 Sub-Header and PDF Generation Settings The Sub-header Settings enable the election official to control the position of the precinct name, Precinct / Portion Name, and the ballot type ID on the ballot. PDF generation settings changes the output of automatically generated PDFs. To change the sub-header and PDF generation settings: 1. Expand Application Settings, select Download Administration. 2. Click Ballot Content Settings. 3. Under Sub-header Settings, from the Sub-header text position pull-down, select either: • Precinct name on the left and ballot ID on the right • Precinct name on the right and ballot ID on the left 4. From the Precinct / Portion Name pull-down, select from the following: • Display Nothing • Use Precinct Name • Use Precinct Portion Name 5. From the Ballot Type Identifier pull-down, select from the following: • Display Nothing • Use Ballot Type Name • Use Ballot Type Localized Name • Use Ballot Type ID Version: 5.10-A::2 29 8/5/2021 Chapter 3 - Election Preparation 6. Under the PDF generation settings, configure settings for: • Include blank back page • Show Party Name In Choice Information 7. Click Update to apply changes. 3.7.6 Download Administration Advanced Settings The download administration advanced settings control the appearance of the ballot package. These parameters are initially set by the loaded election files. DVS recommends only editing these parameters if you are experiencing errors on downloaded ballot packages. Page Settings • Size: Page size in dots. Measurements are separated by a comma. The first number is width, the second is height. • Left Margin: The margin between the left edge of the page and content, measured in dots. • Top Margin: The margin between the top edge of the page and content, measured in dots. • Right Margin: The margin between the top edge of the page and content, measured in dots. • Bottom Margin: The margin between the top edge of the page and content, measured in dots. Layout Settings • Header Height: The height of the header, measured in dots. • Sub Header Height: The height of the sub-header, measured in dots. • Horizontal Gap: The horizontal distance between contest columns, measured in dots. • Vertical Gap: The vertical distance between page elements such as headers, QR codes and contests, measured in dots. • Distance Between Contests: The vertical distance between each contest within contest columns, measured in dots. Text Settings • Default Font Size: The ideal text size, measured in points. NOTE: Due to the dynamic nature of ballots and contests, ICR automatically optimizes the text size to fit all text on the page. Text may not be displayed as the default text size. 8/5/2021 30 Version: 5.10-A::2 Democracy Suite® RAVBM Use Procedure • Minimum Font Size: The minimum allowed font size, measured in points. • Text Indentation: The distance between the left contest column and • Sub-header font size: The default font size for the sub-header, measured in points. • Sub-header font style: Selects the default text style. (E.g. Bold, Italic, Underline, etc.) To edit download administration advanced settings: 1. Expand Application Settings, select Download Administration. 2. Click Advanced Settings. 3. Edit the page, layout, or text settings. 4. Click Update. 3.8 Security Question Administration The Security Question Administration page allows the election official to create and configure security questions available to an voter during registration. These questions can be defined for supported languages and does not have to be the same for all languages. The security question and answer can be used later by help desk staff to identify the voter if they call for assistance. This option is only used with Voting with Registration. To Manage Security Questions: 1. Once logged in to the Administration Panel, expand the Application Settings drop-down, and select the Security Question Administration tab. Figure 3-17: Security Question Administration Version: 5.10-A::2 31 8/5/2021 Chapter 3 - Election Preparation 2. To create a new question, click Add, select a language and enter the question you wish to create and click Save. Figure 3-18: Adding a Security Question 3. To delete, edit, or change the language category of a question, under the Actions column click Edit or Delete. Make your desired changes. NOTE: An "x" means that the question has not yet been selected by a registering voter. Once selected, the question cannot be modified or deleted. 3.9 Localization Administration The Localization Administration Page enables the Election Official to export, import, and edit textual resources displayed on the voting and registration pages. NOTE: Some of the resources use parameters, for example, “To vote for {0} press {1}”. Ensure you do not remove the parameters. If parameters are removed, the resource will not behave as intended. Resources are not able to be manually added, or deleted using the Localization Administration feature. For a complete list of keys available to administrators to customize email templates see appendix A“List of Email Template Keys”. 3.9.1 Edit Resources The Edit Resources tab enables the election official to search for specific resources, and edit the resource value of resources within the application. Editing the resource value alters the text that appears to the voter on the voting pages. Other elements of the description (Type, Key, Language) are used to provide resource search filters, and as a quick reference to inform the election official where the resource is used. These elements are not displayed on the voting pages. To Edit Resources: 1. Once logged in to the Administration Panel, expand the Application Settings drop-down, and then select Localization Administration. 8/5/2021 32 Version: 5.10-A::2 Democracy Suite® RAVBM Use Procedure 2. Click the Edit Resources tab. The Edit Resources panel appears. Figure 3-19: Localization Administration - Edit Resources 3. To find the resource you wish to edit, scroll through the list. Alternatively, you can enter search criteria and click Search. 4. Once you have located the resource, click Edit. The Resources Details window appears. Figure 3-20: Resource Details 5. Enter your desired edits into Description and/or the Resource Value. 6. Click Save, or click Close to exit the Resource Details without saving. 3.9.2 Export-Import Resources The Export-Import Localization tab enables the election official to export current localization resources from the application and import resources into the application to display on the voting pages. To export current settings as a localization file: 1. Expand the Application Settings drop-down, and then select Localization Administration. Version: 5.10-A::2 33 8/5/2021 Chapter 3 - Election Preparation 2. Click the Export-Import Resources tab. Figure 3-21: Localization Administration - Export-Import Resources 3. On the Export-Import Resources screen, select the parameters required under the Export Localizations title. • Select an option from the Type drop-down menu. • Select an option from the Language drop-down menu. 4. Once the parameters are defined, click Download Localizations. A notification appears indicating the export was successful. To import a localization file: 1. Expand the Application Settings drop-down, and then select Localization Administration. 2. Click the Export-Import Resources tab. 3. Under the Select localization .xlsx file title, click Choose File. NOTE: Imported files must be in Excel (.xls) format (2007 or newer). When a new file is imported, ICR overwrites all existing resources. 4. Click Import Localization File. A notification appears indicating the import was successful. 8/5/2021 34 Version: 5.10-A::2 Democracy Suite® RAVBM Use Procedure To import a voter guide: 1. Expand the Application Settings drop-down, and then select Localization Administration. 2. Click the Export-Import Resources tab. 3. Under the Select new guide localization file title, click Choose File. NOTE: Imported files must be in Excel (.xls) format (2007 or newer). When a new file is imported, ICR overwrites all existing resources. 4. Click Import Guides. An Authorization dialog box appears. Figure 3-22: Authorization Dialog Box 5. Enter your Name and Password in the dialog box. Click Authorize. NOTE: If you imported a voter guide in error, you can click Delete Contest Guides to remove an import of a voter guide. A notification appears indicating the import was successful. Version: 5.10-A::2 35 8/5/2021 Chapter 3 - Election Preparation To export a voter guide: 1. Expand the Application Settings drop-down, and then select Localization Administration. 2. Click the Export-Import Resources tab. 3. Under the Export Contest, Choice Guides title, select a Language, Precinct Portion, and Ballot Group. 4. Click Export Guides. A notification appears indicating the import was successful. NOTE: You can view the export of your voter guide by clicking Voter Guide Proofing HTML. In a separate window, the HTML version of your voter guide appears and you can click Download to save the HTML link to your computer. Figure 3-23: Voter Guide Proofing Window 3.10 User Management The User Management page enables the Election Official to add, delete and edit the roles, privileges, user names, and passwords of Administrator Panel users. 8/5/2021 36 Version: 5.10-A::2 Democracy Suite® RAVBM Use Procedure 3.10.1 User Management The User Management Tab allows the Election Official to edit the first, last and user name for a user. The ability to specify user access privileges by setting user account passwords and roles is also provided. Figure 3-24: User Management To Add a User: 1. Once logged in to the Administration Panel, expand the Application Settings drop-down, and then click User Management. The User Management screen appears. 2. To add a user, click Add. The Application User window appears. Figure 3-25: Adding a User 3. Enter the user information, and click Save. Version: 5.10-A::2 37 8/5/2021 Chapter 3 - Election Preparation 4. If configuring a large number of users, click Import Users to import existing user records and configure user data. To Edit an Existing User: 1. Search for the user by entering your search criteria such as Username, Role, and Status and click Search. Alternatively, the list of users canned be scrolled through. 2. Once the user has been located, click Edit, make the desired changes, and then click Save. To Delete an Existing User: 1. Search for the user by entering search criteria and click Search. Alternatively, the list of users canned be scrolled through. 2. Once the user has been located, click Delete. 3.10.2 Configure User Account Policy The Account Policy tab enables the Election Official to set parameters regarding application security policy items. Security policy items include; • Max Password Age: the expiration of passwords. Maximum password age in days. '0' setting results in password never expiring. Max value 999. • Lockout Threshold: the number of failed logon attempts that results in a user account being locked out. '0' setting results in the account never being locked out. Max value is 99. • Lockout Duration: the number of minutes a locked-out account remains locked out before automatically becoming unlocked. '0' setting results in no lockout time. Max value 99999. • Lockout Reset Timeout: after being locked out, the number of minutes that must elapse before the failed logon attempt counter is reset to 0. To Configure User Account Policy: 1. Once logged in to the Administration Panel, expand the Application Settings drop-down, and then click User Management. The User Management window appears. 8/5/2021 38 Version: 5.10-A::2 Democracy Suite® RAVBM Use Procedure 2. Click the Account Policy tab. The Account Policy panel appears. Figure 3-26: User Management - Account Policy 3. Enter desired settings by editing fields corresponding to specific security policy items. 4. Click Save to save the new settings, or Cancel to leave the application without applying changes. 3.10.3 Edit Role Management The Role Management tab allows the Election Official to select which actions specific roles are authorized to perform. To Configure Roles: 1. Once logged in to the Administration Panel, expand the Application Settings drop-down, and then click User Management. The User Management window appears. 2. Click the Role Management tab. The Role Management panel appears. Figure 3-27: User Management - Role Management Version: 5.10-A::2 39 8/5/2021 Chapter 3 - Election Preparation 3. Under Description, select the authorized actions for each of the corresponding roles listed. 4. Click Save to save the new settings, or Cancel to leave the application without applying changes. 3.11 Customization The Customization page enables the Election Official to customize the logo and color scheme of the application voting and registration interface. Web developers can paste custom CSS code into the “Generated CSS code” window for additional interface customization. To Add a New Logo: 1. Once logged in to the Administration Panel, expand the Application Settings drop-down, and then click Customization. The Customization screen appears. Figure 3-28: Customization 2. Under Logo Customization, click Browse to navigate to your image. 3. Select an image in a web-friendly format such as PNG, JPEG, or GIF. NOTE: The recommended image size is 180x120 pixels. Once an image is selected, oversize images are scaled down to the required size. 4. Click Save Changes. A notification appears indicating the customization settings were saved. To Customize the Color Scheme: 8/5/2021 40 Version: 5.10-A::2 Democracy Suite® RAVBM Use Procedure 1. Once logged in to the Administration Panel, expand the Application Settings drop-down, and then click Customization. The Customization window appears. 2. Under Text Color and/or Background Color for the corresponding element, enter CSS color syntax. 3. To preview your changes in the window on the right, click Generate CSS Code and Preview. 4. Click Save Changes. A notification appears indicating the customization settings were saved. 3.12 Email Administration In this section, you will learn how to use email templates to manage different voter categories. 3.12.1 Email Administration Homepage On the Email Administration Homepage, you can manage email templates for different voter categories. Figure 3-29: Email Administration Homepage The Email Administration Homepage allows you to search for email templates using various search fields. You can also make several actions on the email templates. 3.12.1.1 Adding an Email Template Adding new email templates allows you to further differentiate between voter categories and customize the emails that voters in these categories will receive. Version: 5.10-A::2 41 8/5/2021 Chapter 3 - Election Preparation To add an email template: 1. Under the Application Settings drop-down menu, click Email Administration. 2. Click the Add button in the top left corner. The Add new email template window opens. Figure 3-30: Add New Email Template Window 3. In the Editor tab, select the major category and status for your email template then draft your email. NOTE: Save your email template throughout the process to save your progress. NOTE: In the Additional Contents tab, you can draft emails for voters belonging to minor categories. This is not a requirement as not all major categories are subdivided into minor categories. Figure 3-31: Additional Contents Window 8/5/2021 42 Version: 5.10-A::2 Democracy Suite® RAVBM Use Procedure 4. In the Schedule tab, select the day and time that you wish to send your email. Click Add. The email is scheduled. Figure 3-32: Schedule Window NOTE: Times are in Eastern Standard Time. NOTE: If you select the incorrect day and time to schedule an email, you can click the Remove button to eliminate it from queue. 5. In the Preview tab, you can proofread your email before clicking the Save & close button. Figure 3-33: Preview Window Version: 5.10-A::2 43 8/5/2021 Chapter 3 - Election Preparation 3.13 Voters List Figure 3-34: Voters List The Voters List page displays the list of voters in the system. This list can be filtered by the following search criteria; • Election ID: Unique ID of the voter • External ID: Unique ID of the voter, as assigned externally • First Name: Voter's first name • Last Name: Voter's last name • Birth Date: Date of voter's birth • Request Status: Voter's status, set to Pending, Accepted or Rejected. If searching for voters with no status selection will be Unregistered. • Notification Status: Whether or not the voter has been provided PIN information • Notification Type: Mode by which PIN information is to be made available to the voter • Eligibility: Status of a voter which may exclude them from eligibility to vote at election time • Valid Ballot: Whether voter's record includes sufficient information for the voter to be associated to a valid ballot Use the page size drop-down to control the number of rows that appear on a page. This page also enables the Election Official to edit voter details, accept and reject a voter request, re-issue a voter PIN, and view the actions of a voter. The Voters List contains the following information: • Elector ID: Unique ID of the voter • Full Name: Voter's first and last name • Birth Date: Voter's date of birth 8/5/2021 44 Version: 5.10-A::2 Democracy Suite® RAVBM Use Procedure • Full Address: Voter's address • Valid Ballot: Indicates whether the voter has a valid ballot (based on voter record information) • Request: Indicates whether a voting request is Pending, Accepted, or Rejected. If the column is empty, no request has been submitted. • Notified: Indicates if the voter has been notified, and the type of notification method used. 3.13.1 Change a Voter's Request Status Electors registering before voting must have their request approved. Approval can be performed by an automated system or by Help Desk staff. If the automated system cannot approve a request based on the information provided, the request goes into the Pending queue and must be assessed and approved or rejected by Help Desk staff. 1. Once logged in to the Administration Panel, click Voters List. The Voters List screen appears. 2. Use the available filters to search for the voter whose request status you wish to change. 3. Once you have located the voter, click Edit or Details the Actions column. 4. To change the request status of a voter to accepted, click Accept. To change it to rejected, click Reject. 5. Click Save, and then Close. A notification message indicating successful completion of the operation is displayed. 3.13.2 Re-issue a Voter PIN If an voter loses their PIN, Help Desk staff may re-issue a new PIN. NOTE: The delivery method for the new PIN can vary depending on the original method chosen and jurisdictional preference. 1. Once logged in to the Administration Panel, click Voters List. The Voters Listen screen appears. 2. Use the available filters to search for the voter to whom you wish to reissue a PIN. 3. Once you have located the voter, click Edit or Details in the Actions column. 4. Click Re-issue PIN. Version: 5.10-A::2 45 8/5/2021 Chapter 3 - Election Preparation 5. Click Save, and then Close. A notification message indicating successful completion of the operation is displayed. 3.13.3 View Voter Details The Actions column in the Voters List enable the Administrator to view non- editable voter details. 1. Once logged in to the Administration Panel, click on Voters List. The Voters List screen appears. 2. Use the available filters to search for the voter whose details you wish to view. 3. Once you have located the voter, click Details in the Actions column. Voter Details and Voter Request information appears. 4. Click Close when finished. 3.13.4 View Voter Actions Log The Voter Activity Log provides a per-voter description of events that have been carried out by the voter. Information such as successful and unsuccessful login attempts and completed registration are captured in the Activity Log. This log provides useful information about the voter's use of the system in order for help desk staff to assist the voter. 1. Once logged in to the Administration Panel, click Voters List. The Voters List screen appears. 2. Use the available filters to search for the voter whose actions you wish to view. 3. Once you have located the voter, click Log in the Actions column. The Voter Activity Log appears. Figure 3-35: Voter Activity Log 4. Click Close when finished. 8/5/2021 46 Version: 5.10-A::2 Democracy Suite® RAVBM Use Procedure 3.13.5 Edit Voter Details The Actions column on the Voters List page enables the Administrator to display the Voter Details interface, and to edit details such as Name, Birth Date, Address, Electoral District, Electoral Group, Email, Phone Number, and Notification type. NOTE: Jurisdictions integrating with Voter List Providers should enter amendments to the Voters List directly into the provider's voter management system. Changes saved using the Administration Portal will not be automatically exported to the provider's system. 1. Once logged in to the Administration Portal, click Voters List. The Voters List screen appears. 2. Use the available filters to search for the voter you wish to edit. 3. Once you have located the voter, click Edit in the Actions column. The Voter Details window appears. Figure 3-36: Voter Details Screen 4. Edit the desired details. 5. Click Save, and then Close. A notification message indicating successful completion of the operation is displayed. Version: 5.10-A::2 47 8/5/2021 Chapter 4 - Voting Procedures CHAPTER 4: VOTING PROCEDURES 4.1 Start Voting The Tabulator Settings interface enables the Election Official to configure ® automatic start and stop settings for the ImageCast Remote voting session. 1. Once logged in to the Administration Panel, expand the Application Settings drop-down, and then click System Administration. The System Administration page appears. 2. Click the Tabulators Management tab. Figure 4-1: System Administration - Tabulators Management 3. In the IV Tabulator row, click Actions, and within the displayed dialog, select Edit. The Tabulator Settings window appears. 8/5/2021 48 Version: 5.10-A::2 Democracy Suite® RAVBM Use Procedure Figure 4-2: Tabulator Settings 4. Under Automatic Start & Stop Settings, select the following: • Date and time Registration begins and ends (only available during 2-step registration) • Date and time Voting begins and ends 5. To manually stop Voting or Registration, select Stop Now under Manually. 6. Click Save to save current settings, or Close to leave the interface with no saved changes. A notification message indicating successful completion of the operation is displayed. 4.2 Languages The Languages functionality in the Administration Portal consists of two tools, each with a separate interface in the Global Settings. Version: 5.10-A::2 49 8/5/2021 Chapter 4 - Voting Procedures 4.2.1 Language Management These settings enable the Election Official to determine; • which of the languages loaded via the election file will be available to voters in the voting session • the order in which the selected languages will be displayed. 4.2.2 Voting Interface Language Options These settings enable the Election Official to select; • In the client voting application, whether or not the languages selection landing page will displayed • In the client voting application, whether voters will be presented with the ability to change languages. 1. Once logged in to the Administration Panel, expand the Application Settings drop-down, and then select System Administration. The System Administration screen appears. 8/5/2021 50 Version: 5.10-A::2 Democracy Suite® RAVBM Use Procedure 2. Click the Global Settings tab. Figure 4-3: System Administration - Global Settings 3. Under Language Management; • In the Enabled column, select a checkbox next to a language to enable that languages for voting sessions. Version: 5.10-A::2 51 8/5/2021 Chapter 4 - Voting Procedures • In the Display Order column, by selecting up and down arrows indicate in which order the languages will be displayed in the voting interface. 4. Under Voting Interface Language Options select; • Selecting or clearing the Language selection on landing page checkbox enables or disables the language selection interface on the landing page. • Selecting or clearing the Language selection during session checkbox enables or disables the language selection interface during voting sessions. 5. Click Update to save changes. A notification appears indicating the operation was successful. 4.3 Accessibility ® The ImageCast Remote product addresses requirements of accessible voters. Voters are enabled to securely receive and mark their ballot privately and independently using their own personal computers or mobile devices, combined with voters' own assistive technologies. Ballots are designed for easy navigation within each contest being voted, indicating clearly how to mark the ballot, as well as the status including feedback regarding the remaining selections eligible to be made in the contest. In addition voters are provided with navigation aids enabling them to easily move from one ballot contest to another. At any time during voting the voter is able to change their ballot selections, and free to navigate between individual contests. ® The ImageCast Remote solution uses a “Human Interface Challenge” (CAPTCHA) at the initial voter access screens. In addition to the standard challenge, the Dominion solution provides a fully accessible version that enables users to request a replacement challenge if the original is too difficult or to request an audio version that will read the challenge to the user. Dominion Voting's implementation of CAPTCHA is fully compatible with W3C standards. ® The ImageCast Remote application has been built with the needs of accessible voters as a focus. This includes voters with visual impairments, hearing challenges, and other physical limitations. Accessibility functionality has been built directly into the Dominion Voting solution, created using standardized HTML and JavaScript to meet or exceed WCAG 2.0 Level AA standards and to provide compatibility with market leading browser based solutions such as screen readers. Dominion Systems Logic and Accuracy testing includes testing of accessibility features, ensuring the voting solution will perform as expected and as defined by the Election Officials. 8/5/2021 52 Version: 5.10-A::2 Democracy Suite® RAVBM Use Procedure 4.3.1 Accessibility Testing 4.3.1.1 Internal Testing ® The ImageCast Remote product is tested to ensure compliance with accessibility standards. Testing is carried out internally by Quality Assurance groups, using a variety of methods and tools, including; 1. Automated Testing: using web standards diagnostic checks. Automated testing is carried out regularly, using; • WebAIM's WAVE evaluation tool http://wave.webaim.org/ • AChecker https://achecker.ca/checker/index.php • PDF Accessibility Checker (PAC) http://www.access-for-all.ch/en/ 2. Manual Testing: Manual testing is done to extend the automated testing test bed against an evolving set of manual tests based on the frequency and ® severity of violations. Manual ImageCast Remote accessibility testing includes the following; • Voter initiating voting session by registering using personal data as well as election commission provided credentials. This may include a variety of data including date of birth, and the voter's Voter ID in different combination. • Selection of session preferences such as text size, interface contrast level, and language from the list of available languages. • Using the registration and then voting interface testing is carried out to confirm optimized navigation of the ballot before and after making selections in order to immediately review choices selected. • Once selections of all eligible candidates have been completed the tester is enabled to navigate through and make selections in subsequent contests. Prior to downloading the ballot the voter is enabled to return to any contest to modify selections. • In the Review interface the tester verifies the selections made. • The voter downloads the ballot in PDF format. The voter is provided with instructions describing printing and preparing the ballot such as signatures required to be included with the ballot to be provided to the election official. 3. Assistive Technology Testing: focuses on testing solely in a particular set of assistive technologies, such as screen readers such as JAWS, NVDA, VoiceOver and ChromeVox, including specific versions of those technologies. 4. Audit: auditing for WCAG 2.0 Level AA conformance. Version: 5.10-A::2 53 8/5/2021 Chapter 4 - Voting Procedures 4.3.1.2 External Testing ® In addition to internal Accessibility testing, preparation of the ImageCast Remote product also included the participation of external groups such as the Canadian federal institute for the blind. Partnering with members from the accessibility community has enabled Dominion to continuously optimize the ® ImageCast Remote solution, resulting in a superior product. 4.3.2 Adjustable Contrast ® The default visual display of the ImageCast Remote voter interface has been designed with a luminosity contrast ratio between the foreground text and background color of at least 4.5:1. The product provides controls enabling the voter to override the default with a contrast setting which will result in a display contrast of 10:1. The high contrast mode ensures that there is an option for presentation of the interface for voters with color vision deficiencies or whose vision requires high contrast. 4.3.3 Adjustable Text Sizing ® The ImageCast Remote Text Sizing functionality has been designed to minimize perceptual difficulties for the voter. The ICR interface enables all information to be displayed in at least two font sizes: (3.0-4.0 mm cap height, and 6.3-9.0 cap height). The Interface controls enable the voter to adjust font size throughout the voting session while preserving the current votes. 4.3.4 Using Screen Readers Screen readers are assistive technologies that allow blind or visually impaired people to read the text displayed on the screen. Screen readers parse through the HTML of web pages reading content, responding to commands to navigate around the page, and carry out actions such as clicking on a link. Two screen readers that are the most popular among North American users are JAWS and NVDA. Both JAWS and NVDA can be used in combination with the RAVBM product to enable voters to authenticate, select choices and complete voting. Both screen readers support different modes used to enable the voter to navigate and interact with the ballot being presented; in JAWS these are Virtual Cursor mode and Forms mode, and in NVDA, Browse Mode and Focus Mode. Via these modes screen readers support the use of different arrow and alphanumeric keys to enable navigation, reading and interacting with content, and the ability to input data into forms and fields. Voters are, for example, protected from inadvertently changing form field values or activating controls on the page while intending to simply 8/5/2021 54 Version: 5.10-A::2 Democracy Suite® RAVBM Use Procedure review content. On the other hand if required to change mode in order to input information into a form or input field, screen readers provide key commands enabling the voter to make this switch. 4.4 Stop Voting The Tabulator Management functionality enables registration and voting start and stop times to be set, or manually controlled. By configuring the From and To fields within the Tabulators Settings (refer to 3.5.2“Configure Tabulator Parameters” for more information) the Election Official is able to set date and time settings to determine when Registration and Voting begins and ends. To manually stop registration or voting: 1. Once logged in to the Administration Panel, expand the Application Settings drop-down, and then select System Administration. 2. Click the Tabulators Management tab. 3. In the IV Tabulator row, click Actions, then Edit to open the Tabulator Settings. Figure 4-4: Tabulator Settings 4. Click Stop Now for beside registration or voting. 5. Click Save. NOTE: If voting is stopped while voters are using the system, they will have a 15 minute grace period to complete their voting session. Version: 5.10-A::2 55 8/5/2021 Chapter 4 - Voting Procedures 4.5 Reporting ® ImageCast Remote supports the creation of the following reports in disconnected and connected mode: • Multiple IP Address / Same phone number Report: A list of all voters that share a common IP address or phone number used for voting. • Multiple E-mails Report: A list of all voters that share a common e-mail address. • Voters List Report: A list of voters at the time of the election. • Zero/Results Report: Typically run following the Re-Zero Results function and indicates that no voters have registered and that no ballots have been processed. • Sent E-mail Report: A list of voters who have been contacted via e-mail, identifying successful and failed attempts. This allows election officials to monitor for any issues. • Voters Login Record Report: A list of the number of voters who have logged into the database. NOTE: Depending on the global settings applied, reports can be generated at any time, except for the Zero/Results Report, which can only be generated before voting has begun, or after voting has stopped. NOTE: The Multiple IP Address / Same phone number Report and Multiple E-mails Report can only be generated in connected mode. Reports can be exported in Excel or PDF formats. To generate a report: 1. Once logged in to the Administration Panel click Reports. 8/5/2021 56 Version: 5.10-A::2 Democracy Suite® RAVBM Use Procedure The Reports screen displays. Figure 4-5: Reports Screen 2. From the Select Report drop-down menu, select the report you wish to generate. NOTE: If exporting the Multiple E-mail or Multiple IP Address / Same phone reports, enter a duplicate value from the drop-down menu that displays. 3. From the Select Report Format drop-down menu, select the file format you wish the report to be generated in. 4. Click Generate. A notification appears in the list of Long Running Actions on the bell icon in the top right corner when your report has generated successfully. Figure 4-6: Notification for Completed Report 5. Click the bell icon to view your notification. Version: 5.10-A::2 57 8/5/2021 Chapter 4 - Voting Procedures 6. Click Report file to download your report. The report is generated in the requested format and the download begins. Reports are saved on the Azure blob storage. 4.6 Audit Logs ® The ImageCast Remote Audit Log option is located under the Application Settings Menu. ® The ImageCast Remote Audit Log records all administrative accesses and what actions were taken by individual administrative users. Each audit entry is date and time stamped, and displays the ID of the administrative user, the action taken as well as a description of the individual action. Clicking the Date Time label or the User label will change the sort order of the audit log display. The audit log is a permanent record of all system actions and cannot be deleted or reset by the election officials and only users with proper authorization levels can generate and view audit reports. 8/5/2021 58 Version: 5.10-A::2 Democracy Suite® RAVBM Use Procedure CHAPTER 5: MANUAL RECOUNT PROCEDURE 5.1 Recount Procedures ® Using the Dominion Voting ImageCast Remote product manual re-counts can be conducted. 5.1.1 Ballot Cast PDF Verification via Hand Count ® Ballots printed from ImageCast Remote generated PDF ballots are counted for verification. The jurisdiction would appoint a committee to tally all ballots through means of a hand count. 5.2 1% Manual Recount Procedures In the case of a difference between the electronic tabulated record and the adjudicated AuditMark ballot images, the original voter-marked ballots can be examined. 5.3 Request for a Manual Recount A request for a Manual Recount and the conduct of the Manual Recount shall be made in accordance with the California Elections Code and California Code of Regulations Chapter 8.1, including the jurisdiction's Recount Procedures that are on file with the Secretary of State. Version: 5.10-A::2 59 8/5/2021 Chapter 6 - Security CHAPTER 6: SECURITY 6.1 Security Controls ® The Dominion Voting ImageCast Remote product provides a layered and comprehensive set of security controls for the online ballot delivery and marking process including pre-voting (election definition), ballot delivery and marking, and post-voting (reporting). Security controls include physical security mechanisms (secure data centers), access control (role based access control and user authentication with real-time audit records), data confidentiality (encryption of voter authentication data using NIST verified algorithms such as AES256, digital signatures and certificates using NIST verified algorithms such as RSA and SHA256). In addition, the online voting system has a time-controlled validity - the system is operational only when the jurisdiction decides it to be operational. 6.2 Data Center ® The ImageCast Remote product is hosted within the hard Dominion Voting Data Centre environment which undergoes continuous and rigorous penetration prevention testing, to ensure complete confidence in the security of the hosted voting solution and to prevent a compromise of the system integrity. The system utilizes redundancy for deployment of application and database servers. Load balancers and real-time database synchronization maintains system protection, avoiding any risk of failure. In addition each server integrates RAID controllers with data mirroring. Dominion uses Cisco based firewalls. The system is deployed with two levels of firewalls providing configured filtering rules to allow use of only certain IP and TCP/UDP ports. All traffic is performed using SSL/ HTTPS. DVS uses Cloudflare services for hosting its websites. Cloudflare provides performance and security to website owners via its intelligent global network. 6.3 Controlled Voter Access ® Access to the ImageCast Remote product is protected by the initial voter authentication web application, which interfaces with Voter Management Portal data available via a programmed interface with the jurisdiction’s voter management system. The only publicly visible web page within the system is the actual voter login page (authentication page). Only after successful voter authentication does the system enable access to the voting interface. 6.4 Secured Channel 8/5/2021 60 Version: 5.10-A::2 Democracy Suite® RAVBM Use Procedure ® The ImageCast Remote product utilizes the SSL protocol to provide a secure channel between voter’s web browser and the servers managing the voter's personal data. The complete communication is digitally signed and encrypted, and at rest the voter's PIN is encrypted. 6.5 User Access ® The ImageCast Remote product provides means for role based permissions within the system. It is up to the jurisdiction to define permissions for each user role if the default set of permissions is not appropriate. 6.6 Audit Logs ® The ImageCast Remote product maintains an audit log at the system backend (server) side capturing the voting session start, and when the voter has authenticated and downloaded the ballot, including information such as IP address, session ID, and ballot ID. Version: 5.10-A::2 61 8/5/2021 Democracy Suite® RAVBM Use Procedure APPENDIX A: LIST OF EMAIL TEMPLATE KEYS The following table includes the list of keys available to administrators to customize email templates. NOTE: Keys are not case sensitive. Key Explanation Example #fullName# The voter’s full name. Judy Ross Format: [First name] + [Space] + [Last name]. #reqReceipt# ID# of the voter’s request gpujdcvrzlgyf- receipt. Only used in deploy- dorjshyail ments with registration. (Can be controlled in global set- tings) #ElectionTitle# The name of the election. Set Western States 5 during election file creation. 2 RCV Water- mark #externalId# Elector's external ID 765819 #VoterAddressLine1# Elector's address line 1 30 Main St. #VoterAddressLine2# Elector's address line 2 Unit# 45 #VoterAddressLine3# Elector's address line 3 Anytown, WA #VoterAddressPostal- Elector's postal code 90210 Code# #VoterAddressCity# Elector's city Anytown #VoterAddressCountry# Elector's country USA #VoterPrecinctPor- Precinct portion external ID 902040 tionId# #VoterBallotGroupId# Ballot group external ID English_Public #VoterFirstName#: Elector's first name Judy Table A-1: List of Email Template Keys Version: 5.10-A::2 62 8/5/2021 Appendix A - List of Email Template Keys Key Explanation Example #VoterLastName# Elector's last name Ross #votingApplicationURL# Voting interface URL https:// www.intvot- ing.com/Blue- Mountains2018 /_ Table A-1: List of Email Template Keys (Continued) 8/5/2021 63 Version: 5.10-A::2 Democracy Suite® RAVBM Use Procedure APPENDIX B: ACCEPTANCE TESTING B.1 Objectives Testing objectives are established, prioritized and measurable. B.1.1 Process and Reporting Definition of the testing process. • How issues will be reported • Who can assign issues • How issues will be categorized B.1.2 Tracking Results Definition of methods to easily store, organize, and distribute result information to the appropriate resources, and to keep management informed on the status of testing. B.1.3 Test Environment Configuration of a test environment separate from development and production environments including separate web servers, database servers. Creation of an explicitly defined procedure for moving code to and from the test environment. B.1.4 Usability Testing Aspects of the application that impact the user's experience, such as: • Navigation • Affordability - which actions are available to the voter • Consistent look and feel B.1.5 Unit Testing Verification of small portions of functionality, and subsets of unit testing such as range checking to ensure all fields that collect information from the user, can gracefully handle any value that is entered. Different combinations of databases and database drivers handle exceptions differently, often with unexpected results. Version: 5.10-A::2 64 8/5/2021 Democracy Suite® RAVBM Use Procedure B.1.6 Verifying the HTML Requires strict conformance to the relevant version of the HTML specification supported. Two main aspects of verifying the validity of HTML include verification that all syntax is correct, and compatibility testing across different environments (browsers) at different screen resolutions, and on different operating systems. B.1.7 Load Testing Simulation of concurrent users across different periods, accommodating for planned design changes that can make an impact on the performance and scalability of the application. Version: 5.10-A::2 65 8/5/2021 Democracy Suite® RAVBM Use Procedure REVISION HISTORY Rev. Date Author Summary 2 08-05-2021 brian.fitzsimmons Revised section 6.2 Data Center for Cloudflare content 1 06-25-2020 elizabeth.ivanecky Branched for 5.10-A 8/5/2021 66 Version: 5.10-A::2 Democracy Suite® RAVBM Use Procedure LIST OF FIGURES Figure 3-1: Home Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7 Figure 3-2: System Administration - Voters Management . . . . . . . . . . . . . . . . . . . . . . . . 8 Figure 3-3: Voters List Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9 Figure 3-4: Add Voter Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10 Figure 3-5: System Administrator Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11 Figure 3-6: Voting Interface Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11 Figure 3-7: System Administration - Global Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . 14 Figure 3-8: Import Election Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18 Figure 3-9: Uploading Election Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19 Figure 3-10: Tabulator Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20 Figure 3-11: System Administration - Data Clear . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21 Figure 3-12: Add a New Voter Major and Minor Categories Button . . . . . . . . . . . . . . . 23 Figure 3-13: Voter Major and Minor Categories on Login page . . . . . . . . . . . . . . . . . . . 24 Figure 3-14: Add A New Document Type Button . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25 Figure 3-15: Document Import Button . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26 Figure 3-16: Document Type Edit Button . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27 Figure 3-17: Security Question Administration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31 Figure 3-18: Adding a Security Question . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32 Figure 3-19: Localization Administration - Edit Resources . . . . . . . . . . . . . . . . . . . . . . 33 Figure 3-20: Resource Details . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33 Figure 3-21: Localization Administration - Export-Import Resources . . . . . . . . . . . . . . 34 Figure 3-22: Authorization Dialog Box . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35 Figure 3-23: Voter Guide Proofing Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36 Figure 3-24: User Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37 Figure 3-25: Adding a User . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37 Figure 3-26: User Management - Account Policy . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39 Figure 3-27: User Management - Role Management . . . . . . . . . . . . . . . . . . . . . . . . . . . 39 Figure 3-28: Customization . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40 Figure 3-29: Email Administration Homepage . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41 Figure 3-30: Add New Email Template Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42 Figure 3-31: Additional Contents Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42 8/5/2021 67 Version: 5.10-A::2 List of Figures Figure 3-32: Schedule Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43 Figure 3-33: Preview Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43 Figure 3-34: Voters List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44 Figure 3-35: Voter Activity Log . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46 Figure 3-36: Voter Details Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47 Figure 4-1: System Administration - Tabulators Management . . . . . . . . . . . . . . . . . . . . 48 Figure 4-2: Tabulator Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49 Figure 4-3: System Administration - Global Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . 51 Figure 4-4: Tabulator Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55 Figure 4-5: Reports Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57 Figure 4-6: Notification for Completed Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57 Version: 5.10-A::2 68 8/5/2021 Democracy Suite® RAVBM Use Procedure LIST OF TABLES Table A-1: List of Email Template Keys . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62 8/5/2021 69 Version: 5.10-A::2 Democracy Suite® RAVBM Use Procedure EEnndd ooff DDooccuummeenntt 8/5/2021 70 Version: 5.10-A::2