Voter Registration and Elections Management System

Introduction

Voter Focus^¶ Voter Registration and Elections Management System Software has been created for the Florida county supervisors of elections for voter records maintenance at the county level. Voter registration records are maintained within the Florida Voter Registration System (FVRS) through the county system, and any updates in the central system are echoed on the local county database. Voter records maintenance is a major component of the supervisor’s duties but in addition are the duties of conducting elections for which the supervisor needs a local database and additional data. Voter Focus is the elections management software system that provides tools to manage elections. Important tasks include the tracking of absentee ballots, the production of poll registers, the assignment and payment of poll workers, the setup of streets, districts and precincts, the verification of petition signatures, access to information by temporary staff in a Phone Bank.

Technical Notes

There have been regular technical updates. The whole suite of programs was recently re-written in Microsoft’s .NET Framework and runs on an SQL database. Updates also occur whenever there is legislative change. VR Systems works closely with the Division of Elections at the Department of State to ensure that the software enables the supervisors of elections to comply with all rules and regulations. The software is used by small, medium and large-sized counties. Software options, such as ‘Spanish language’, allow supervisors to tailor the software to meet the requirements of their county.

Module 1 - Voters

This is the software application for voter registration data entry. Using windows dialogs elections staff can navigate easily through multiple voter records, enter data, answer questions, view registration statistics and process absentee ballot requests. Users can search for a voter in the statewide database (FVRS) or focus on the local database. Menus guide users to the multiple aspects of updating voter records - processing address changes, voter registration applications coming from Department of Motor Vehicles and Highway Safety (DMVHS), other counties and from the county web site. Recording undeliverable mail, entering absentee requests and voting history are all processed through the Voters Program. FVRS updates occur in real time enabling voters to change their registration record from one Florida county to another.

Module 2 - Absentee

The Absentee module allows the user to enter ballot requests to enable voters to vote absentee. The application allows for printing absentee ballot envelopes or bar coded labels for overseas and domestic, military and civilian voters. Ballots may be emailed or faxed to overseas voters. As the ballots are returned to the supervisor they must be recorded in the voter database. Some counties use a VR Systems-produced interface which connects to Pitney Bowes’ software and data. A similar interface is available to Premier Elections’ Vote Remote. Reconciling totals and tracking absentee activity is a key part of handling absentee ballots. Voter Focus offers many reports which address voter demographic statistics, ballot tracking and supplying candidates’ requests for information on voters voting by absentee ballot.

Module 3 - Streets

Voter Focus allows the user to maintain the county street table adding new streets and subdivisions. In addition Voter Focus can interface with Geographical Information software. Streets, districts and precincts are the data reference points ensuring that the voter receives the correct ballot when the voter either early votes, votes by absentee ballot or votes at the polls. As the time for Reapportionment approaches district and precinct lines will be re-drawn. As voters are assigned to different districts and precincts the voters’ records are updated and voter information cards are scheduled.

Module 4 - Elections

The set up of local and statewide elections provide the Statewide elections are set up so that voters who change residence address and move to another county ‘carry’ their voting history with them.

Module 5 - Voters Management

This module allows an elections administrator to manage groups of voters and carry out List Maintenance and other batch processes such as the activation of pre-registered voters. Lists and reports are available for public records requests.

Module 6 - Flexible Reports

This module allows elections staff to give fulfill data requests from candidates, political committees, parties and entities placing public records requests. CDs, electronic files, lists and labels can be produced with voter data, voting history and voter absentee activity. Voters can be selected by party, precinct, district, race, gender etc. The module allows users with minimal training to provide requested data in an accurate and consistent manner.

Module 7 - Poll Worker Management

Poll workers are key to a successful election. The poll worker department is always a hive of activity as the poll worker coordinators contact poll workers to verify availability; assign them to work a precinct; place them in one or more poll worker training classes. Payroll sheets, lists of poll workers, assignment letters, class rosters, class sign-in sheets, labels and reports  can be produced to help elections staff  manage the scheduling of poll workers for an election. After the election the pay for each poll worker must be calculated. The software can either be used in check printing mode or a payment file can be exported for the county finance department.

Module 8 - Notices

Counties have a significant number of mail pieces that must, by statute, be sent to the voters. Some counties choose to print in-house while others send files to be printed off-site by commercial printers. Voter Focus allows the users a great deal of flexibility in data selection and placement. The Notices program gives users the tools to move data elements to suit their design choices and use the most cost-effective postal rates.

Module 9 - Phone Bank and CallTrack

The need for real-time accurate information ramps up fast to Election Day. Voters call in to ask about their voter status, the status of their absentee ballot and where to go to vote. On Election Day poll workers call in to check on the eligibility status of voters. The Phone Bank program is designed for use by temporary staff to answer questions with the minimum of training. The CallTrack application allows users to enter problems such as equipment failures or poll-worker no-shows into a database on Election Day. Monitor software displays to the managers the number, status and resolution status of Election Day calls. The displays allow the senior staff members to make decisions based on accurate, well-correlated information.

Module 10 - Petitions

Petition verification includes the checking and comparison of thousands of signatures on petition forms. Initiative and candidate petitions need to be managed and tracked. The Petitions module allows the Petitions Manager to assign selected batches to selected users. Reports and lists can also be extracted for both management purposes and to meet candidate requests.  Simple mistakes can happen but the software allows the user and manager to rectify mistakes easily. A Certification Report allows the Petitions Manager to certify batches to the Department of State.

Module 11 - Document Images

The signature of a voter plays an important role in the verification process of absentee ballots, petitions and in the avoidance of duplicate registration records. Voter registration application forms and other documents may be scanned and the signature ‘clipped’ and stored for later retrieval. The signature and application form also form part of the FVRS record.