eSlate Electronie Voting System€¦ · Ballot Now Training Manual lrfroducdon IntRooucrroN What is...

H A [ I Ti n t e r c i v i c

eSlate E lec t ron ie Vot ing System

Bnu-or Now SorrwnneTnRIUIITIG MANUAL

BOSS 2.8 Compatible

-From Black Box Voting Document Arcives-

TMBallot Now

Ballot Now Version 1.4

contains coni,dorfial and proprioiaryinlormadon bslonging exclustuely 1o Hart lntetcMc, lnc.No part of ihls publication may be roproduced, slored in aFtrieval g)/stem, or lransmitlod in any form or by anymeans electronic, mechanlcal, photocoded, rocorded, orotherwtse without prior written pormission ot Hart

T-2. Ravision JHart lntercMc, lnc, @2@1

All Rights R€served


Ballot Now Training Manual

Table ol Contents

Tlaue or ConrENTs

Ballot Now Preferenoes ...............Sequentlal Steps for Prlnting Ballob 1 0Sequentlal Steps for Scanning &Processing Ballots ..'...,......,......', 1 1

How Ballot Now Reads Marked Ballots . . . . . . .15

Course labusBallot Now Operator TrainingBallot Now Operator Training

Gourse Content Chart ....24Course Outllne...... ..........25

APPENDICESAppendix A: Glossary of Terms ....................29Appendix B: Intormatlon, Confirmation, Error,& Warning Messages .........33Appendix C: Tips & Trlcks ..........34Ballot Now Reprinted Ballots Log....................................37Appendix D: Backing up Electlon Databases to a CD ...38Appendix E: Course Self-Checklist ....,........ ....................45

Page 3Hart lnteroMc, lnc.



lrfroducdon

I n tRooucr roNWhat is Ballot Now?

The Ballot Now software application manages paper ballots for an election usingHart lnterCMc's eslate Electronic Voting System. Ballot Nolv derives ballotinformation for an election from the election data on a Mobile Ballot Box (MBB)rM created with the Ballot Origination Software System software application(BOSS) rM and delivers cast vote records (CVRs) for the election on the sameelection's MBB(s) to the Tallyro application for tabulation.

Thls DocumentThiG Document is a training manual designed to guide operator training, and it ismeant for use in conjunction with the Ballot Now Operations Manual. Thistraining manual is meant for both initial training with Hart InterCivic trainingspecialists, and as a reference to supplement the operations manual oncetraining is complete.

Course ObfectivesThrough this course the trainee will:

tr Create paper ballots using BOSS-generated MBBs.tr Run voted paper ballots through the Ballot Now scanner,E Resolve unresolved contests,E Save the scanned cast vote records back to the original

election MBB,tr Prepare the cast vote record for Tally vote-tabulating

software.

Take Note:. All steps that refer to a button or menu on the Ballot Now screen have th€

button in bold (i.e.: Save, Oose, OK).' All steps that refer to a key on the keyboard have the key underlined (i.e.:

CTRL. Shitl. Ente0.. All eteF that refer to a mouse c/ickhave the word(s) italicired (i.e.: click, nght

cliclt double clicl<). The word click rcfe,€ to a Ieft clicknf-n' The lH refors to pag6 in the Ballot Now Operations Manual. Please refsr

to the Bailot Now Operations Manual for more detailed information & fortroubl€shooting .

. A € roters to either a cross-reference within the Training Manual thatcontains more information regarding the topic or a car.Jtionary note.

e For TIps & Trlcks see page 34. For a Glossary of Terms see page 29

Page 4Hart InterOMc, lnc.



eslate Data Flowcftart

eSLATE Dere FuowcnaRr

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The Ballot Now Wlndow

Tne Be l lo r Now Wruoow

Page 6Hart lntercMc, lnc.



Ballot Now Msnus

B*r-ror Now Menus

ffi"""__iwryemkd

Fef,artg Menu Admln,Menu




Ballot Now Usgr Prlvlleg€g

Ba luor Now Usen Pnrv rLEGEsAdministrators and Operators login to the Ballot Now application by typing a User lD(usemame) and password in the Ballot Now Logln window.

It is r6commend6d that the user cunenily logged in:> Stay at the computer while running the Ballot Now application> Exit the Ballot Now application if Vhe steps arnay from the s)rstem.

An administrator sets Ballot Now user prMleges. See th€ Ballot Now OperationsManual for direc'tions on setting user privileges. The following charts show us€rprivileges for Ballot Now tunctions and Admin menu commands:

Ballot Now Func#on Owntor AdmlnlsuatorSelec,t Election Yes YesPrint Bafiots Yos YesPrint ReoortB Yes YesScan Baltots Yes YesResolve Write-ins No Yes

No Yes

Scan Batch Manaoement No YesWdte CVRsto MBB No YesCard R€coverv No YesCloss Elsction No YesDelete Ele€nion No Yes


H A [ I Tt n t e r c i v t c

et la te E lec t ron ic Vat ing 9ystem

BRulor Now SorrwnneTnruruIrtG MANUAL

BOSS 2.8 Compatible


TMBallot Now

Ballot Now Version 1.4

cronf idential and propriolaryInformaiion belonging exclusively to Hart lnterclvlc, lnc.No part of this publicaiion may b€ reproduced, slored in aretrleval s),stem, or lransmitled in arry form or by enymeans electonic, m€chanical, pholocopled, recordod, orolhorwiss vellhout pdor witten p€rmlssion of Hart

Inc.

2T-2, Rov'sion J

Han lr srcMc, lnc. @ 2@1All RighG Reservod


Baltot Now Training Manual

Table ot Cont€nts

TagLE o r GOUTENTS

e$late Data Flowchart .................The Ballot Now Windoru.,,..,,,Ballot Now MenusBallot Now User Prlvileges. ..........8Ballot Now Preferences ..,.,.Sequential Steps for Printlng Ballots ...........10Sequentlal Sleps for Scanning &Processing Ballob ......................11Sample Ballot Now Process.............. ............13How Ballot Now Reads Marked Ballots ..........,................ 1 5

Course IabusBallot Now Operator Training Course Content Chart....24Ballot Now Operator Training Course Out||ne................25

APPENDICESAppendix A: Glossary of Terms ....................29Appendlx B: Informatlon, Gonfirmation, Errorn& Warning Messages ............,.....33Appendlx C: Tips & Tricks ..........34Ballot Now Reprinted Ballots Lo9............ ,...,37Appendix D: Backing up Election Databases to a CD...38Appendix E: Course Self-Checklist .........,.... ...................45


5



lntroductlon

lN rRooucr roNWhat is Ballot Now?

The Ballot Now software application manages paper ballots for an slection usingHart lntercMc s eslate Electronic Voting System. Ballot Now derives ballotinformation for an election lrom the election data on a Mobile Ballot Box (MBB)ro created with the Ballot Origination Software System software application(BOSS) rM and delivers cast vote records (CVRS) for the election on the sarneelection's MBB(S) to the Tallym application for tabulation.

This DocumentThis Document is a training manual designed to guide operator training, and it ismeant tor use in conjunction with the Ballot Now Operations Manual, Thistraining manual is meant for both initial training with Hart lnterQivic trainingspecialists, and as a reference to supplement the operations manual oncetraining is complete.

Course ObJectivesThrough this course the trainee will:

tr Create paperballots using BOSS-generated MBBs.E Run voted paper ballots through the Ballot Now scanner,E Resolve unresolved contests,tr Save the scanned cast voie records back to the original

election MBB,D Prepare the cast vote record tor Tally vote-tabulating

software.

Take Note:. All steps that rgfer to a button or menu on the Ballot Now screen have the

button in bold (i.e.: Savo, Close, OK).' All steps that rster to a key on the keyboard have the key underlined (i.e.:

CTRL. Shift, Entq).' All steps that rsfer to a mouse clickhale the ward(sl ialfcized (i.e.: click, tight

click, double clickl. Th€ word click refgrs la a left click.llffh' The lHl refers to pagos in the Ballot Now Operations Manual. Please r€fer

to the Ballot Now Operations Manual for more detailed information & fortroubl€shooting .

' A F refers to either a cross-reforencs within the Training Manual thatcontains more information regarding the topic or a cautionary note.

q For Ttps & Trtcks sse page 34. For a Glossary of Terms see page 29

Page 4Hart IntercMc, Inc.



6lats Data Flowchert

eSLATE Dera FlowcneRr

Page 5Hart Intercivic, Inc.

tuY


Ballot Noiv Training Manual

Th€ BaUot Noy Wlndow

Tnr Bal lor Now Wt l tDow

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BalhNowMenug

Bn l lo r Now Menus

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Ballot Now UBer Prlvllegeg

Bauuor Now Usen Pnrv rLEGEsAdministrators and Opsrators login to the Ballot Now application by typing a User lD(us6mams) and pasrrvord in th€ Ballot Now Logln window.

It ls recommendsd that the ussr currenily logged in:> Stay at the computer while running the Ballot Now application) Exft the Ballot Now application if Vhe steps away trom th€ system.

An administrator s€ts Ballot Now user prMlegss. See the Ballot Now OperationsManual for dir€ctions on setting user prMleges. The following charts show userprMleg6 for Ballot Now functions and Admin menu @mmands:

Ballot Now Functlon Operator A&nlnlstradorSelsct Election Yes Yos,rint Ballots Yes Yestrint ReDorts Yes Yes

Scan Ballots Yes YesR6olveWrit+ins No YesFlesolve UnresolvedBallots No Y€S

Scan Batch Manaoement No YssWrtteCVRstoMBE No YasCard Recovory No YesClose Electhn No YesDelete Election No Yes

Page IHart IntercMc, Inc.

Admln Menu Comnand Oentor AdmlnlstratorLog'n Yss YesLoqout Y€s Yes

Yes YesAdd User No YesB€lole User No Yss



Ballot Now PetB|€ncea

Beulor Now PRereRENcEsUnder lha Electlon msnu, the Pr€lerencee opiion opens the Program Optlonswindow. This window includE g tabs that set prelerencos for printing, scannlng, androsolving Ballot Now ballots.

Page IHafi IntercMc, Inc.



Ssquentlal Steps tor Pr|nfng Ballob

S e O U E N T I A LP n r u r rne

Sreps roRBaulors

More Informatlon:'1. lnsert a Mobile Ballot Box (MBB) into

the reader and Open the election forfiatMBB.

Ballot Now w{ll only accept one Electionmode MBB Der election.

Sst up preforences for Ballot Printingand Ballot Slub oplions.

Printing Options I nclude:> Prinling a duplex ballot,> Salecting a printer,> lncluding a ballot stub,> Sotting up a ballot stub,> Enabling ballot ssrial numbering,> Printing the serial number on ihe

ballot stub, the ballot, or both.

3. Datermino maximum length of anyballot.

Deiermine maximum lengrth by referring tothe Print Selection Window:

4. Print Ballot Proofs.Printing balot proofs is not required, but itis rgcommended.

> Ballot Proofs can only be printedtron Test mode MBBS.

5. For each ballot, select th6 pr@inctand numbsr of copies you want toprint

e No!e: When pdnting ballots withserial numbers, if the printer jamsdupticate ballots may be pdnted.Should this situation arise, shredone copv of the duplicate ballot.

6. Print:a. TEST ballob,

Test and Proof ballots can only be printedfrom Test mode MBBs. Test Mode MBBscannot Drint Election ballots.

b. Sample ballots,Sample ballots can be printed from TsstMBBS or from Election MBBs. Thev will bereiected it scanned.

c. Election ballots. Election ballots can only b€ printed fromBection mode MBBS.

7. Print a "Printed Ballots By PrecincfReport.

Us€ this report to verity the number ofbaflots print€d in each printlng session.Keeo for official records.

Page 10Hart lnterCMq Inc.



Sequentlal Steps for Scannlng & Proce$lng Ballots

S e o U E N T I A L S t e p q r o nS c s H r N t N G & P n o a E s s t N a B A L L o r s

'| ) lnsed the Ballot Now copy of theElec-tion MBB into the PC card drive inthe computer and open the election forthat MBB.

2) Define write-ins and set uppreferences for ballot (write.in)resolution opiions.

Define write-in candidates v'ho are certitiedand/or who are known and for whom caslvotes will be countsd.

) Select options to allow, or disallowfree form write-ins.

3) Set up preterenc€s for scanneroptions,

Select the scanner being used, duplexoptions. and disallow duDlicate options.

4.) Scan the votsd ballots:

a) Group the ballots into batches, Ballots do not need to be presorted.

b) Load the ballots into the scanner,

Ballots do need to be oriented conectly forthe scanner (top toward scanner, firstpages all oriented in the same direction andtoward the scanning element, paga inord€r).

c) Scan ballots,

d) Revisw and print scan results, and Place the Scan Report on top ot thsscannod batch.

e) Save scanned images.

5) Resolve unresoMed Ballots.

Resolve:> Overvotss,> Undervotes,) Writ+.ins.

Choose whether or not to use theAutoResolve feature.

6) Print a €canned Ballots by Batch'Rerort. Retain roports for official records.

7) Savs cast voto records to the MBB.

8) Print an 'Election Reporf.

The "Scanned Ballots by Batch' and"Election Reporf' reports shouldaccompany Ballot Now MBBS to thsCountinq Station.

9) Close tho election.10) Print an ?udit Trair Report, and any

other reDorts needed. Retain reports for otficial records.

Pags J tHart InterOMc, Inc.


Ballot Now Training Manurd

Sequemlal S:teps lor Scannlng & Processlng Ballots

1 1) Send the El€ction MBB and the€canned Ballots by Batch" Report toTallv.

l2) Backup the Ballot Now Database to aCD-R.

F See Backlng Up Etectlon Databasesto a CD. paqe 38.

13) Add lats mail to Tally via the Tallysoftware 'Manual Votes" oDtion.

Paga'12Hart lnterOMc, Inc.



Sample Ballot Now Process

S e U P L E B A L L o T N o W P n O C C S S

Elecf ons Offlce Responslbllltl6r1. Determine if "hand audirysort of ballotrs is necessary andlor legrajly mandatsd.2. Det€rmine what rosolution decision guidelines should be.3. Op€n Election in test and elect on modes.4. Set Preferences.5. Pdnt samples ffe$ MBB, No S/N, Simplot).6. Print Test Ballots lor | &A (Test MBB, S/N enabled, Duplex).7. Close the UtA eleclion and prinl officiaj reports.8. Print Ballots (Election MBB, S/N, Duplex).9. Print'Prinied Ballots Bepons" at the end of each day.10. Mark MBBS 'Opened" and maintain security of MBBs.

Resolutlon RsponslbllitlEs:1. Hand audit ballots for voter intent issu6 that will not b€ a\railable for

resolution in Ballot Now as per Elections Offico directivss.2. Sort ballots into batch6s, page I up, about 50 * 100 ballots per batch,

with obMous undervoted ballots with no voter intent issues in undervotedcontests s€parated into "For AutoResolve" batches.

3. Scan ballots that are for unden|ote AutoResolve first. (Note: this willresolvs all scanned batches available according to Ballot Now variablesfor identiMng undon/otes. DO NOT AutoResolve if there are unrsolvedballots from a previous batch with voter intent issues.)

4. Print a €can Batch Reporf for each batch scanned and stack ballots withreport atop.

5. Sort out rejected ballots.6. Save scanned batch images.7. AutoResolve for undervotes.8. Scan remaining batches.9. Print a €can Batch Reporf and stack ballots with report atop for sach

batch.10. Sort out rejected ballots for 6ach batch.11. Scan previously reiect€d images as a separate batch or sort for

duplication.12. Print a "Scan Batch Reporf and stack ballots with report atop.13. Save scanned batch images.14. Reprint and duplicate voier marks for ballois that cannot be scanned.15. Scan duplicated ballots.16. Print a "Scan Batch Reporf and stack ballots with report atop.17. Save scanned batch images.18. Resolve ballots.19. Pdnt "Unresolved Ballot Feporf at the end of each day. (lt is okay to

leave ballols unresolved unless you ars closing the election or intend toAutoBesolve).

20. Save to MBB at the end ot each day.21. Secure MBB at the end of each day (Elections Office will provide secure

location).22. (Fopeai)

Page 13Hart lnt€rcMc. lnc.


Bsllot Now Training Manual

Sample Ballot Now Process (cont )

' Log duplicate ballots, if printed, and repsat above procsdure withduplicates.

. lf duplicates are made, mark the original batlot with the word "originafand the duplicaie with ths words luplicate of Serial Number ".

. Use batch notes to identify batches that are rescans of previouslyrejscted ballots, duplicated ballots, and/or AutoResolve batches.

. For write'in candidat€ names that appear r€peatedly on ballob, enler thenames as "certified write-ins in Ballot Now (making the name available ina drop down window instsad ot having to keyboard oach one in).

. Sort stacks should include: Received, Sorted into Batches, AutoResolvefor Undervotes, Scanned, Rejocted from Scan, To be Duplicated (with thereprinted ballots log), For Review.

Electlons Omce Responslbllltlgs (condnued):1 l. Close the elec'tion in Ballot Now.12. Print copies of all ofiicial reports, Audit Trail Report last.13. Save the Ballot Now database lo CD.14. Close and delete any praciice databases?15. Provide secure transJer of Ballot Now MBB, Ofiicial Audit Trail Roport, and

Reprinted Ballot Log to the Counting Staton.

€ Not", Tum the printer and scanner on first each moming. S:tart up the BNIPproc€ssing computers, if used, each moming and maximize the BNIP processorwindow. Start up the Ballot Now computer and open tho Ballot Now application,sslect the BNIP window that is minimized on the task bar. Click on "Shut Down" toshut down the BNIP proc€ssor for the main Ballot Now PG. Continue op€ratingBallot Now.

F Not"t When printng ballots with serial numbers, if the printer jams dupticateballots may b€ printed. Should this situation arise, shred one copy of the dupticateballot.

Page 14Hart lntercMc, Inc.



How Ballot Now R@ds Marked BallotsRedlrq 9eltot t{d, Eer @& lhmlara

How Ba luor Now Reeos MnnreoBal lo ts

li js not the objective of eslate training specialists or Hart InteroMc to teach election lawor to irfluencs dscisions on voter intent. Sections of state and fed€ral elec{ion law mayapply to Ballot Now voted ba.llots and should be regarded by the local olectionsadministrato(s) in determining resolution proc€duros when processing ballols anddetermining voter intent. The s€ctions of olection law that may apply include, but are notlimited to, references and decrees refening to counting inegularly marked ballots,preparing ballots for automatic scanning, and duplicating ballots.

Page 15Hart lnieroMc, lnc.

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Reading Ballot Now Bar Code NumbersBallot CodeChanctersld= 1 if.printed by outside primer, 2 il printed by Ballot No^tf & { = OO-al Elscton ballot, 01 it Test ballol, 02 if Sample ballot4, f, {, f & f = orcclnclindsx codegtr = page idenfilicat6n number10D = lanpuage ldentlfication numbor11'' & 12' = pany ldantilicalion number

Serlal Number Coda. li "Enable Ballot Serial Numboring" and'Readable Serial Number on Ballof are solocted

in Ballot Now Preferences/Program Options,then a saquentai serial number prints here in barcode and numeric iorms. This i9 usefullorEl€cdon ballots.

. lt "Enabl€ Ballot Serial Numb€ring" is selecied,but !e! "Readable S€rial Number on Ballof, theserlal numb€r will noi pdnt in numerlc lorm. TheElallot Now program will slill idontity ballots byserial numbsr lrom the bar code.

. lf "Readabl€ Ssrial Number on Balof issolected, but !q! "Enable Ballot SerialNumbsring" all ballo6 print with th6 serialnumb€r 00000000. This iB usolul tor Sampleand Proot balloirs to demonstrate ballot serialnumbering. Prlnt thess ballots before pdnlingEloclion ballots with sorial nurnbsrs.

. It neither 'Enable Ballot Sedal Numbering onBajlof nor "Readabls Sorial Numb€r on Ballof lschosen, the serial number will not pdnt and BallotNow w l nol Jdentty ballots by serlal numb€rlrom the bar cods. This is usoful for SamDle andProof ballots. Prlnt those ballots b€tore printingElection ballots with serial numb€rs.



How MarksAre Read By Ballot NowssE/,Ion 1: What worlcs, and what doea not

How Ballot l.{ow R@ds Marl@d Eallot€nolr lhrtrs Aro B@d ry Ballot ]lo!r

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How Ballot Now R@ds Markd Ballotslblf lhrks ero @d bU Ee[or ]!ow (.!nt )

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How Ballol Now Reads Markod Ballotst{9$ [&arb &e R@d by Eeilqt f{o$, (eont}

&ctlan 2: Marle that BaIIot Now reads as ovenrcte8

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lnabu(don Noto:!rt!F!drdi! F ohCoa &r€dri.rE lFltsr fir&ld, Fls!. ltliE6Et !. Far'&l€.| Enn ldl

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How Eallot Now R€ads Marl@d BallotsItoil !&rl8 elo R@d Bt Ealbt $s

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Ballot Now Operator Tralnlng Course Outllne

Bau lo r Now OpeRATon Tnn tNrNcC o u n s e O u r L r N E

Eatlmaled Tlme: 1 day

Audlenca: Ballot Now Specialists, Elections Otflcials

Oblectlvas: By the end of this @urse the trainee will b€ creating paper ballots usingBossm-generated MBBS. The trainee will also run voted paper ballots through theBallot Now scanner, resolve unrosolved ballob. save the scanned cast vote recordsback to the original elec'tion MBB, and prepare the cast vote record for Tally vote-tabulating sottwar€.

B€nstlts of Ballot Nour: Ballot Now integrates fully with the eslate in-p€rson votingsystem. Ballot Now uses PC technology that is simple to operate, and requires noprogramming. Ballot Now allows tor printing, scanning, and resoMng ballots. BallotNow ballots include bar codes for precinct and sedal number identification, obviating theneed to sort ballots prior to scanning and preventing the same ballot from b€ing scannedmore than once. Ballots that need resolution are not out-stacked, but reolved on the PCby reviewing ballot images. The original ballot is not altered in order to resolve it, and itis al',l,ays available in its original form.

Manuals: Ballot Now Operations Manual, Ballot Now Training Manual

Modules: 1-8

Prerequlsitg: Hands-on demonstration with the eslate. Trainess will us€ the system asif they are aoters', it time and equipment availability allow.

Teachlng Polnts:

) Module 1: Gettlng Started> System Overview and Benefits to Trainees, and Cours€ Objectiv€s) eSlate EVS data flowchart, Ballot Now Window, Ballot Now menus, Ballot

Now preferences/Program Options window tabs> User Privileges) Logging in to Ballot Now) Opening an Election

tr Exerclso 1.1: Open Ballot Now. Log in. Activate an elec.tion lroma BOSSMBB.

Page i25Hart lntercMc, Inc.



BelbtNol| Ononlotlrdril|q Ccul€e Ol{lho(ta||L)) Module 2: Prlntlng

> Pre-Printing SetupD PreforencevBallot Pdnting Tab> Stub Label Options

> Print Selection Types) PreMewing & Printing Ballots

> Nol6: pdnter jams can cause duplicate sorial numbers to print. Doublecheck for this if a printer jam occurs and shred duplicate ballot.

> Printing a Printed Ballots By Prscinct ReportE Exgrclse 2.1: Enable ballot serial numbering. Preview a ballot

created in BOSS and saved on an MBB. Print a SAMPLE ballot.Print 10 TEST or ELECTION ballots. Print a Printed Ballots ByPrecinct Report.

) 3: Prc-Scannlng Satup) Detining Certified Write-ln names and aliasss.) Preferences/Ballot Procossing Tab/Allov'iing Free-Form Writsins) Preferences/Scanner SetuD Tab

tr Exerclse 3.1 : 'select

a contest that included write-in candidates,add 5 'certifiecF wite-in candidates. Add a 6' candidate that is amisspelling ol one ol tho first 5. Dslete one "certified writo.in.Writs the remaining names and aliases down for ftJtur€ use. Setscanner options tor lhe scanner you currenuy have installed, andthe ballot you will b€ scanning. Disallow duplicate ballots. SstFree Form Write'ln options to reflect youf jurisdiction'sguidelin€s.

> Module 4: Scannlng Voted Ballots> Grouping Ballots into Batches> Loading Pages into the Scanner) Scanning Ballots) Pdnting a Batch Scan Reporl

tr Exerclss 4.1: Vote the batch of ballots that you printed earlier*include "cenmed write-ins (and aliases), undervotes andon€Notes. Organizo, sort, and label a batch, or batches, forscanning. Load the batch into the scanner. Scan the ballots.Review and print the Ballot Scan Results. Print the CompleteScan Batch Report. Save the Ballot Scan Results. Prini aScanned Ballots By Batcfr R6poft.




Balht llof Of€|€l"r Inlnlq Ceu€o qdlno (asrt)F Moduls 5: Recordlng Scanned Ballots

) ResoMng Unrmolved BallotsD Resolving Overvotes & UndervotssF ResoMng Certified Write ins> ResoMng Free-Form Write-insD AutoResoMng Ballots

> Scan Batch Management) Deleting a Scan Batch) Saving CVRS to tho MBB> Printing an Audit Trail Report

E Exerclse 5.1: Resolve the scanned ballots from your previouslyscanned batch, one by one. Confirm overvot€s and/orundervotes, change overvoted/undervoted contest marks, andresolve write.ins (certified and free-form, if applicable), asapplicable.

tr Exerclss 5.2: Delete the previously scanned batch. Rescan thebatch. Use the AutoResolve function to resolve the ballots. Usethe €can Batch Managemenf window to view and print theAccspted Ballot Report and the Rejected Ballot Report. Savs lheCVRS to the Ballot Now MBB. Print a Scanned Ballots Reoortand an Audit Trail Report.

> Module 6: Reports> Viewing and Printing ReporF) Listing ot Available Reports> B(porting a Report to a File> Sample Report

E Ererclse 6.1: Review and print a Ballot Now report of yourchoice, if you have not yet done so. Print a Scanned Ballots byBatch Reporl and an Election Report, as th6e reportrs lrouldaccompany the MBB from Ballot Now to the Counting Stalion.

> Module 7: Closlng an Electlon) Closing an Election> Logging out of Ballot Now

ll Exsrclse 7.1: Close the Ballot Now election you have beenworking with. Print an Official Report of your choice. Log out ofBallot Now.

> Module 8: Ballot Now Admlnlstratlon Tasks) Ballot Now User PrMleges) Changing a password> Adding A User> Deleting a User> Viewing the Ballot Now Audit Trail> Appendices

tr Exerclse 8.1: Log in to Ballot Now. View the options in theAdministration menu. Administrative users, add yourself as anew user. Delete the original ussr. Add othor op€rators asusers, gMng them appropriate prMleges. View the Ballot NowAudit Trail Report. Logout of Ballot Now.

Page27Hart IntercMc, Inc.



9albt Nc$ OF€rdsrflalrfiE Qourqo O{llna (ront)F Revlew Appendlces and Days lessons

> Appendicss;D Glossary of TermsF Information, Confirmation, Error and Waming MessagesD Tips and Tricks> Courseselt-Checklist




of TermsA:Tem IanAOCESS CODE A four-digit number gfuen to oach voter from the JBC. The ACCESS

CODE tells the eslate system which ballot style (precinct) to displayto the voter.

ACCESS CODESummary

A JBC report that is printed when polls are closed'on Election Day. ltlists the number of ACCESS CODES issued, votd, expired, andcanc€led.

Alphanumerlc A field type. Means that tho field can c€ntain both lefters (alpha) andnumbers {numedc).

Amerlcans'wlthDlsabllltlee Act(ADA)

A 1990 federal act, Public Law | 0l -336, that establishedcomprehensive standards for th€ tr€atment of persons withdisabilites in employrnent, public accommodations, and otherprograms, includinq thos6 operated W state and local qovemments.

ASCII flle American Standard Code for lnformation Interchange. Files that, bythsir formatting, are easier to transfer botwssn different tlD6 andvsrsions of comouters. Also called text files'.

AudltTmll Information that allows the elections oflice to view the steps thato@ured on the €quipment included in an election to verify the steFand proc€dures followed without compromisinq voter privaor.

Ballot Formal The ananggment ot the ballot created in Boss. Ballots may beformatted for the sslate PVS or for Ballot Now.

Ballotlnstructlons

Instructional telit that appears at tho top of the ballot. There are twoseparate typ€s of Ballot lnstructions: (1) PVS (for the oslate PVSsrstem) and (2) Ballot Now.

BallotNowro The eslate EVS software application that prints papsr ballots ondemand and thsn digitally imag6 the voted ballots to save fordeliv€ry to Tally.

Eallot Style The specific ballot created by precinct assignments to contests inBOSS.

Ballot Text lnstructional text embedded in the ballot. Ehllot Toxt is usually usedto identify a section ot tho ballot.

BOSSTU Ballot Origination Software System. This is the software that buildsan elecfion database and wdtos multipls ballot styles. BOSS is usedto create the MBB and DAU cards that drive PVS and Balld Nowru.

Contest A choice to be made on the ballot. Also knolyn as rac€s, offies,issues. referendums, and ouestions.

Casi Vot6Record (CVR)

Electronic version of sach vote cast, rsflecting a ballot from eachvoter.

Crystal Reports An off-the-shslf report formatting software application for databaso.centered products.

Cumulatlve(AGCEsScoDE)Summal

A summary on the JBC Suspend Report or Daily Detail report thatlisls the ACCESS CODES issued, voted, expired, and canceled forthe entire session of Early Voting.

Database A storaoe point for information (data).

Appsndlx ,c Glo!€ary ol Terms

A p p E N D t c E S



Ballot Now Tfaining Manual

Appendlx A: Glossry ot Terms (conL)

Tffit DetlrldonClcllcRsdundancychsck

A continuous test of each transter ol data within a system to insurothat the data roc€ived at the end ol the transfor is lhe same as thedata odqinated by the source.

Irally DetqllReport

A JBC report that can b€ printed out when polls are susp€nded inEarly Voting. This roport lists the number of ACCESS CODESissued and votsd by precinct, as well as Daily (ACCESS CODE)Summarv and Cumulative (ACCESS CODE) Summarv Raoorts.

Dally(ACCESScoDE)Summary

A summary on ths JBC Suspsnd Report and Daily Detail report thatlists the ACCESS CODES issued, votsd, oxpired, and cancel€d foronlv the current dav of Earlv Votinq.

Dalsy ehaln Iterns connected in a sedes. The eslatss aro daisy chained, one toanother, with one plugging into the JBC.

DAU card The PC card that enables the DAU eSlate to carry audio andrespond to the spscialw input devices. Also called an "Audio Carcr.

Ol€a!l€dAc-cess Unltu(DAU)

An eslate that includos a PC card module. A PC card ,s insartedinto this module so that voters with disabilities can voteindependently and pdvately, listening to the ballot with headphonGand/or interacting with the battot using tactile input switchss or a sipand puff device. Also called the DAU eslate".

DlrBct R@ordEloctronlc(DRE)

The election industry term for an electronic machine at which a \rotercan view and voto a ballot.

ElectlonldentfflcallonReport

A rsport that the JBC prints when the polling place lD is s€l€cted.The report contains ihe cunent date and time, jurisdiction name,elec'tion nam€, €lsction date, polling place, and number of precinclsonabled.

65ldoUnlt

A Hart IntercMc electronic voting input device without audio€pability. An elstronic ballol is prosented on this unit

€SlatsElecronlcVotlng SystemfEvs)

The entire sJislem from BOSS to Tally. Includ€s: BOSS, ths PrecinctVoting System (esee eslate Prelnct Vodng System), Ballot Now,and Tally. Also called EVS or eslate EVS.

eSlate PreclnctVotlng System(Pvs)

Those components of the eslate EVS that are required for electionactivities at indMdual polling plac€s. The PVS includ€s: JBC8,eslates, DAU eSlates, MBBs, and all accessories for polling plac€votinq.

Fast Trak Tally A sottware utility that allows a summary ot results to b€ sent to acentral location from the Judge s Booth Controller, via modem, toDrovide advancod unofficial results.

Fleld An area arraihble for data entry in a software application, liko BOSSor Tally.

Flrmwarc Computer programs installed permansntly in a hardu/are devica thatallou, data to be road and a program to b€ sxecutod, but for whichalteEtions of th6 datra or tho proqram are not permitted.

Flash Memory Flash memory is reprogrammable, read only memory and is used inPC cards or MBBS. Flash Memory do€s not rsquire continuouselectric power to operato. lt is a system that can store more dataand work faster than a traditional floppv disk.




Appendlx A: Glossary ot Terms (cont)

Tentl DoflnltlonJudgo'e BoothController(JBC)

The control unit of the eslate PVS, through which a poll workerdistributes electronic ballols to the eSlate and DAU eslate.

JBC lnltlallzedREport

A report printed from the JBC any time the system is powered on.seltdiagnostic test is run on the system, and the result is indicatedas .*PASS.- on the report.

A

Jurledlctlon A Drecinct or qroup of precincts manaqed W a sinqle orqanization.Loglc andAccuracy T6t(L &A)

ln the context of an election, a test to ch@k the accuracy of a piecsof \roting equipment. lt is accornplished by feeding test ballots forwhich the results ar6 already known (i.e., a test d6cld) through theba,lot counling systsm and comparing th6 results with the oxp€ctedresults.

Moblle BallotBox (MBB)

A PC card that holds all of the ballot information for the eslate EVS.An MBB is placed in the JBC unit, and an MBB is used in the BallotNow comDutsr. Cast Vote Records are stored on MBBS.

NetworkConllguratlonReoort

A report printed on the JBC afi€r booths are assigned. The reportconkins tho serial numbsr, software version, PUB count, and PvT@unt for the JBC and each eslate unit.

PC Gard A pisce of hardware about ths size of an ATM card. lt is aninlormation storage device, similar in function to a floppy disk. lt isalso called a "PCMClff card. In the eslate Elec:tronic Voting Sysiemit is called a Mobils Ballot Box (MBB)

Party A political partv. For examDle, Democrat or Republican.Polllng Place Where votors physically go to vot€. A single polling place, during

early voting, can sup@d multiple pf€cincts.PUB Count A sk-digit number, shown on the Neiwork Configuration Report from

tho JBC that indicates how many votes haye been count€d on thatmachino for the current el€ction.

Preclnct luurisdiction subdiylsion tor election purposes.ProvlslonalVoter

A voter who may not msel the qualifications for voting at that pollingplace, but is allowed to vote on a "provisional ballof undsr crnditionsby slats elec{ion law. Because the voter is }rovisionaf, his/her ballotmust be retrievable by election officials under certain conditions thatvary from state to state. Also called a voter with a "challenqed ballof.

PVT Count A six-digit number, shown on the Network Configuration Report fromthe JBC that Indicates how many votes have besn counted on thatmachino in its litetime.

Retrlaval Code A unique number assigned to a provisional ballot to enable swiftretrieval of that ballot from the eslate swem by election officia(s.

Selgct Wheel The rotary wheel on the eslate and DAU eSlate that allows a voter tonavigate the ballot and highlight choicas by tuming tho wheal. lt isalso called Botary SelectrM Naviqation System.

Slp & Put An input device lhat connects to the DAU eslate in ths handicapaccess lack. This enables voters with disabilities with e)dremelylimited mobilitv to vote with a mouth-controlled device.

Spllt Pr@lnct The smallest dMsion of a pr@inct for election pumoses.Spolled Ballot A ballot that has been ruined somehow. The voter is still present,

and the voter needs a new ballot. With the eSlate system, a ballot isspoiled if the voter gets the wrong ballot style (prscinct), the wronglanouage, or is not on the DAU eslale but naeds to be.

Page 31Hart InteroMc, Inc.


Ballot Norv Training Manual

ApFndlx ,,: Glossary of Terms (cont)Deflnuan

SuspendRepod

A JBC report that automatically prints wh6n polls are suspended inEarly Voting. The report lists the PUB count and PvT count ol theJBC and eslate units, a Daily (ACCESS CODE) Summary, and aCumulatMe (ACCESS CODE) Summary.

Tactlle lnputSdtches

Also called "jelly switches' or 'jelly buttonsl.Red and green "paddles" that onable voters with disabilities to votewithout using the SELECT wheel and ENTER button on the eslde.Volers without fine motor control usg these. The RED tactile inoutswitch is similar to the eslate's SELECT wheel. The GREEN tac-tileinput switch is similar to the eslate's ENTER button.

Tallyn The eslate EVS tabulation software. After an election, the Tallysoftware counts the \otss on the MBB(s) and produces reports onthose cast votes.

Tally Roport A JBC report that is printed when polls are closed on slection day.includes the datq tjms, pfecinct, a ially of votos for each contest,and an ACCESS CODE Summarv.

It

Thrown-outBallot

A votod ballot that the voter did not Dlace into the ballot box baforeleaving the potling place. With the eslate system, this is a ballot thatths voter did not cast by pressing CAST BALLOT, and the voter isnot presont.

uF3 Unintgnuptibl€ Power Supply.VoterReglsffilonGomputel

An electronic poll book. Sometimes known as a thin clienf.

ZEro TapoReport

A JBC report that prints out when polls are opened on the first day ofEarly Voting and on Election Day. This report lists the contsts andcandidates on the ballot, and verities that the number of votes foreach candidate is zero.

Pags 32Hart lnteroMc, lnc.


Ballot Now Training Msnual

Appendix B: Information, Conflrmation, Error, andAppandh B: Intormdon, Contlrmaton, Error, and lvamlng M6sag€

Paga 33Hart lnteroivic. lnc.



Appendlr C: Tlps and T.lcks

Appendix C: Tips and TiicksTho lollowlng apply to ALL eslate Electronlc voung Systgm programs.

Password tlps:Do not give out the administrator password, either to the computer where theeslate Electronic Voting Syslem software is kept, or to your administrator loginfor BOSS, Tally, and/or Ballot Now.

Oncs you are assigned your passu/ord, immediately log in to BOSS, Ballot Now,and Tally and change your password. Have operators with "Usef lwel prMlegedo the same.

Do not uss:. Any password you have used before.' Any string of 3 characters repeated or rsversgd.. Any character repealed more than twica.' Your name or your initials.' Your computer user lD in any form,. The namos of relatives, birthdays, phone numbers or the clmpany name.' Th€ numb€r tor this yaar, last yaar or noxt ysaf, or the three-charactef

abbreviations for ths months.' Telephone number or car license plate numbers.. Common mathematical values (like pi, sigma and natural log).

Do uss:. A combination of upper and lowercase lettsrs.' A password that is at least 8 characters long.. A new passtrord every 6 months.. Random chaac{srs you will r€member.

Tlps for a sacure pa$word:r Uso the first letters of the words in a memorable Dhrase.' Use a rnaaningless but easy-to-remember phrase.. Combine numbers and lefters.' Note the passn/ord in a private and secure location.

Page 34Had lntorcMc, lne.



Appsndlx C: Tlps and Trlcksgotursrg FeaturEs:

r Whichever button is shadowed/dott€d inside a window i8 what the @mputeris going to assume you mean to do when you press Entor.For examDle:

r In a menu, an arrow facing to the right > opens up an item called a top-upmonu", otfering more choices.

. In a dialogue box, the anow facing down V opens a "llst bot', offering morechoic€s.

. On th6 menu bar and on buttons inside a Mndow. there is one lettorunderlined. For example, File or Add. These are called hot keys and can beused to acc€ss m€nus, menu options and buttons instead of using themouse. To a@ess hot keys:

1 . Press Alt on the keyboard (to either side of the space bar) .2. Press the underlined letter in the word (for example: F in EIE or A

infde.O The menu drops down or tha button performs its action.O Once insid€ a menu, you simply press the underlined letter in

the menu option you are looking for (for oxample: pres O inBpen). You do not need to pr€ss A!! again.

O You can also use the arrow kevs on your keyboard (<),t.V)to move around inside a menu. Oncs ]'ou have highlighted themenu option you wish to use, press Enter and th€ optionIaunch6.

O To exit a m6nu, press Esc until the menu disappears (usuallyone time for ea6h menu/submenu open).

The tollowlng tlps apply to a sFlffc sofiware program llsted to tho 16llI BOSS & Ballot Now: To highlighUselect a list of precincts that are all

together in the list, useSHIFT + CLICK.

1. C/ick the first one once.2. Hold down on shift.3. Clickthe last one once.4. Release Shift.

. BOSS & Ballot Now: To highlighvselect a list of precincts that are NOT alltogether, usaC/.rl+ CLICK'I . Crbkthe first one.2. Hold Ctrl.3. Continus to cfck holding Ctrl until you have selected all those you wish.4. Release Ctrl.




Appendlx C: Tlps and Trlcks {cont.)' BOSS Copy and Paste:

1. Sslect the item(s) you wish to copy from tho sourc€ document.(To select, click ahd dtag over the item to highlight lt.)

2. Press Ctrl and then C (the shortcut key for copy).3. Return to BOSS (by cllcdng on its program button on the taskbar.

li says Ballot Orlglnatlon . . . or as much of the title as il can fitonto tha button).

4. Make certain the cursor is blinking in the tisld you wish to pasleinto and press Ctrl and then ! or Shift + Ctrl + V to paste.

5. You can paste English and Spanish proposition or instruction tsninto the "English" panel, then cut and paste the Spanish from thatpanel to the €panish' panel.

6. You can crpy and paste from one BOSS field to another, in mostwindows, by using Shift + Ctrl + a shortcut key (C,X,V).

' BOSS To force a line within t€xt uss the I (pips chancter). This chalacter canbs inserted using Shift and the \ ksy on your ksyboard. The \ is just above theonter button and looks like:

' BOSS: Adds selected

Adds all

Removes selected ---* M

Removes all -------+ k' 'inerruvutt i1I - ru

BOSS: Once the ballot is generated the curent database is, for a,ll practicalpurposes, locked for editing or changing. Audio is still availabls aftergenerating a ballot and before writing MBBs. Once the MBBS are witlen,audio is no longer available and the only action available is wfting MBBS.Once the BOSS database is locked tor Tally no actions are available in thatdatabase.Tally: T€st and Election mode MBB6 ara read into separate databases. Thisis in ord€r to protect thE database integriiy. Only one election database mayexist for a unique BOSS database.Tally: You can read unvoted MBBS that were written as sparos into Tally.This allows you to account for all MBBS written for ths election. Roports andthe audit trail will rsflecl that all MBBS are accountsd for.

Page 36Hart Int€rCMc, Inc.


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Ballot Nou, Training Manual

Appendlx E: Bacldng Up Elea on Ddaba@ to a CD

Appendlx E: Backlng Up Election Dahbases to a GDThess steps a$ume that you are uslng the Adaptec Easy CD Creator program, thoughyour version may have slightly different screens, ths steps will b€ similar. Thse stepsshow one lray to backup filss using the Adaptec program.

Wo also sugg6t using a CD-R instead of a CD-RW. A CD-FI is a onetime us€3oucan only lwile to lt on@, and then you can only Read off of it. A CD-RW isreadablefunitsable, and can be used multlple time like a floppy disk--tou can R6ad andWrtte to it as often as you want. CD-R's are falrly ine)eensive, and the data on the CDitsslf cannot bo chang€d. This makes the CD-R option a good media for backing updata.

Page 38Hart lnteroivic, lnc.

Sf6as1. Close BOSS & Tally (and Ballot

Now. if aDDlicable).Clckthe F.asy CD Cr@/torshortcut on the dssKop:

ffiThe Adapts CD Crcatot *lect a Prol@tmenu appears.

3. Rollover (mouee over, the make ad&CDbutton.



Appendlx E: Bacldng Up Electlon llataba€€a to a CD

The

Page 39Hart lnte|cMc, lnc.



Appendlx E: Bacldng Up Elsctlon llatabas63 to a CD

Page4AHart IntercMc, Inc.

s6$7Ag &doSrr

r124*t]fffi8 4.*do.

B&rldd! 11-7141G DB r& 1udfilh-ddallb{ 1,08&G IrrD{GuEl IUAN|

9. Repeat the drag, drop, and rename stepsfor the Tally and Ballot Now databases.

) The Tally database is in atimostampsd folder, like the BOSSdatabass, located at C:\tall$Database.

F The Ballot Now database (and imagefil6) fotdor is named with the BallotNow election l.D. lt is located atD:\Program Files\I.{art IntercMc\lBallotNlotv.



Appandlx E: Backlng Up El€ctlon Dat8bas6 to a CDrecord to the

The CD

11. C/ick Optlons(if not already selsted).

Page 41Hart IntercMc, Inc.



Appendh E: EacHng Up Electlon Dalabases to a CD

13. S€l@t Track-Al.Onceand Flnallzo CD.

'| 4. Ciick Sbrt B€co?dlng.

Pago42Hart lntercMc, lnc.


Ballot Now Tralning Manual

Appendlx E: Bacldng Up Electon Dabbas€s to a CD

The Data CD window

15. When the Disk Progrossbar indicats the CD is 100"/owritten. c/ick lHalls.

16. Veriry that all tErcks andfil€s wore recordod andcilckOF-

Paga 43Hart |mercMc. Inc.



Appndlr E: Brcldng Up El4rbn Databases to a CD

box

17. CiickNO.




Appendlx F: CoursE Self-Ch€cldlst

Appendlx F: Gourse Self-ChecklistRespond YES or NO to tho following items regarding ths Ballot Now Software Training.

Page 45Hart lntercMc. lnc.

YESl, I am able to log into Ballot Now. u n2. I can open an election. ! D

3. I am able to setup for pre-printing. f !

4. I can print ballots (including TEST, SAMPLE &ELECTION Ballots). T T

5. I am able to define write-ins & aliases. u n6. I can setup batches for scanning. tr I7. I am able to scan ballots (including grouping & loading

batches). D tr8. I am able to resoke inr/alid ballots. tr n9. I can rwiew Cast Voto Records (CVRs). T u'10, I am abl€ to write a CVFI to an MBB. u u11. I can view & print reports. T !

12. I am able to change my password. n I13. I can Mew the public counter. ! !

14, I am able to log out of the cunent €lection. n tr15. I can view & print an audit log report. u tr16. I am able to add & delete users (for ADMIN only). n x17. I can close an election. ! tr


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