Process Application for Voter Registration Actor: Staff Purpose and Objectives: Applicants may fill out a paper Washington Voter Registration Form published by OSOS Election Division in order to apply to be registered as an eligible voter. County staff may also receive paper Federal forms for a voter registration application. This use case allows County Staff to process an application for voter registration. Trigger Events: Staff receives a paper based application for voter registration. Pre-Condition: Staff has appropriate user access rights to the system. Post-Condition: The voter registration application is saved and has an assigned disposition. Use Case Flow: Staff logs into the system with their user access information. The system shall display a home page to Staff with a dashboard of summary information relevant to the user’s role (see Manage User Roles use case). Staff selects the option to process a voter registration application. The system shall have an option for Staff to process applications for voter registration. Staff may scan in a copy of a paper State voter registration application and any other documents provided. The system shall allow the user to identify the type of document that they are scanning such as but not limited to an application or response to a notice. The system shall have the capability to record a scanned copy of a Washington State Voter Registration Form, National Voter Registration Form, Federal Postcard Application and Federal Write-in Absentee Ballot. (See Voter Registration Form published by WA OSOS). The system shall have the capability to record a scanned copy of any documents provided for identification verification (i.e. utility bill, etc.), if provided. The system shall have the capability to recognize barcodes on scanned documents in order to attach it to the corresponding record. System shall allow individual and batches of documents to be scanned.
Alternate Flows: N/A Associations to other Use Cases: N/A Additional Requirements: The system shall allow County Staff to manage configurable values of staff hourly rates and estimated hours worked. Close Petition & Report Findings Actor: Staff Purpose and Objectives: Staff will review the results of the signature verification and determine a final disposition of the petition. This use case allows Staff to close a petition and report on the outcome of the petition. Trigger Events: Staff has completed signature verification and begins review to determine final disposition. Pre-Condition: Staff has appropriate user access rights to the system. Post-Condition: A final disposition has been determined for the petition and a notice, receipt or certified Statement has been issued to the committee that applied for the petition. If the petition has been determined to have a sufficient number of signatures to have the initiative or referendum placed on the ballot, then a notice has been generated. Use Case Flow: Staff selects the option to determine the final disposition of a petition. The system shall allow Staff to determine the final disposition of a petition. Staff views the percentage of signatures found invalid from the random sample. The system shall determine the percentage of signatures found to be invalid from the random sample. Staff views the percentage of total signatures that are likely valid from the remaining signatures.
County Staff may receive a resolution for a ballot measure to appear on the ballot from a local district. The system shall allow for County Staff can add a ballot measure that is received by mail, in-person, or electronically. The system shall allow for County Staff to notify by email or mail their Prosecuting Attorney’s Office to review ballot measure. System shall allow self-service portal for Prosecuting Attorney’s Office to approve ballot measure. The System shall allow for staff to manually indicate Prosecuting Attorney’s Office to approval. The system shall allow for County Staff to enter initial members of ballot committees. The system shall allow self-service portal for direct submission of for or against statement from committees. The system shall allow County Staff to review and approve for or against statements. Once statements are approved from both committees, the system shall notify provide each committee the opposing committees statement. The system shall allow self-service portal for direct submission of rebuttal of for or against statement from committees. The system shall allow County Staff to review and approve rebuttal of for or against statements Once statements are approved from both committees, the system shall provide each committee the opposing committee’s rebuttal statement. Associations to other Use Cases: N/A Additional Requirements: System shall allow a person to file for one or more "special offices" (e.g. PCO, Freeholder, Charter Review Board Member) but restrict a person from filing for more than one "standard office" (not a special office). System shall programmatically enforce filing deadlines (date and time) and other requirements. System shall export candidate data in a format described by the Public Disclosure Commission (PDC) for import into their database and an API for the PDC to use when their system is capable of that feature. The system shall retain a record of all attempts to file for office online, include the data entered and steps completed. The system shall allow the user to submit a filing across multiple sessions The system shall alert any returning Public user with an incomplete candidate filing with the option to resume their previous filing session or start from the beginning. In the event of any internal error, the system shall retain record and retry submission of any filing System shall support identification of validation requirements for ballot measures which may include a super majority for passage (e.g. 60%), or a certain number of ballots cast, or other unique criteria.
Pending To Cancel Status Total voters cancelled by date range and reason As Needed Voter Registration Summary By Precinct Statewide Statistics broken down by precinct, party, and status Quarterly and As Needed Voters Missing District Type List of voters not assigned to a precinct As Needed Used daily when changing precincts or redistricting. Voters That Said They Were Registered Out Of State To Notify Other States’ List of voters with previous out of state registration (broken down by state). Weekly or Monthly Might be considered daily depending on election cycle. Have to have all criteria to be able to cancel or contact voter. Ability to find the Previous out of state addresses and ability to generate notices if needed. Include DOB, new address and signature. Voters Who Voted In Election Voters with history in selected election After Each Election Voters Who Voted In Election Summary Totals of election voting history by district After Each Election Voters By Precinct Report of voter totals by precinct and status Weekly or more often During elections can be run more often NVRA Statistics Report that generates NVRA statistics by date range Depends on how often data is requested from outside dept. List Of Jurisdictions List of all active Districts As Needed List Of Precincts List of all active precincts As Needed Street File - Alpha And Pct. Order List of entire street file ongoing
Household Mailing Lists - By Jurisdiction Or Entire File List of each household. As needed Per request for SOS and other jurisdictions for mailings Age Breakdown Specify a group of ranges with totals for each range As Needed Purged Voters Generate list of voters who were in inactive status for 2 Federal election cycles. Should be able to run as a preview or to cancel records Every 2 years Petitions - Incomplete Pages Report Shows pages of petitions where signatures still need to be checked (1st or 2nd) As Needed Internal Audit tool Final Petition Report Show each signature checked, whether valid or invalid and why. By page and line number. Lists VR#, voter names, and signed date. As Needed Petitions - Brief Tally Report Number of valid signatures and number of invalid by reason As Needed To monitor our process and given with our final report Petitions - Batch Tally Report Totals by batch - broken down by pages As Needed Internal Audit tool Entry Statistics By Operator Used internally for evaluation and training purposes As Needed Ballot Activity For an election, totals sent out, returned, rejected, challenged, etc. Daily for Each Election
Challenged Ballot Tracking List of Challenged Ballots with status, date letter sent, phone number, precinct, etc. Daily for Each Election Tracks all contact with voter, shows resolved/unresolved, reasons, and counts for all. Daily Ballot Reconciliation Report Show total ballots, statuses, return method, return source (drop box location) by batch Daily for Each Election See State Template: (revised 8/15/17) Ballot Return Statistics System shall be able to report ballot return statistics and data at a county level and/or state level. Daily for Each Election Ballot Reports System shall have the capability to generate all ballot reports (with counts) by specific criteria, i.e., precinct, legislative district, city, etc. Daily for Each Election Issued And Received Ballot Reports System shall generate issued and received ballot reports based on specific criteria such as, UOCAVA, non-UOCAVA, mailed, emailed, faxed, suspended, and challenged/rejected, etc. Daily for Each Election Public File Of Ballots Returned System shall be able to produce a public file of ballots returned for publication and analysis Daily for Each Election Report Of All Voters Who Have Returned More Than One Ballot System shall be able to generate a report of all voters who have returned more than one ballot in an election. Daily for Each Election
Motor Voter & Online Voter Registration Audit System shall provide a report of any registration that was submitted and not yet processed. Daily Differences should be available in an interactive report that can be confirmed or rejected by authorized users Online Registration Status System shall display to any authorized user, the status of any online registration (including Motor Voter) for 24 months. Daily Countywide Data Audit System shall provide exception reporting against data fields expected but not provided from external systems. Weekly If data is stored redundantly, this check would ensure that they are in-sync Voting Information Project (Vip) Feed System shall produce a "one button" export that is Voting Information Project (VIP) ready and can be created on demand Each Election Summary Of Registration At State Agencies And Organizations Total Registrations, address changes, MyVote logins, and registrations without changes we received from each agency or organization Filing Fee Report Shows all filing fees collected in the portal and each county’s share of that filing fee Report Of Candidate Statement Submission By County Or State Shows which candidates have and have not submitted their statement Voters Pamphlet Proofing Reports Includes Tracking Spreadsheet File labels & cover sheet Original statement from candidate Petitions Filed To The People For publishing online. Example: