ACT Electoral
Commission
ACT Elections Ballot Scanning –
Verification 3 User Guide
ACT Electoral Commission
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Version Control
VERSION
DATE
REASON FOR
MODIFIED BY
NUMBER
MODIFIED
MODIFICATION
0.05
5 October 2016 Ben Hamilton
Draft
Business Analyst
0.06
18 September Janette Sioufi
Change branding from
2020
Inbound Operations SEMA to IVE Group
Manager
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Contents
1. Introduction
3
2. User Guide
3
2.1 System Users, Access and Privileges
3
2.2 Login
4
2.3 Main Menu
6
2.4 Home Page
6
3. V3 Operator Functions
8
3.1 Verification/Updating Process
8
3.2 Approval Process
9
3.3 Deleting a Batch
10
3.4 Approving Pending Deletes
10
3.5 Committing a Batch
10
3.6 Reports Menu
11
3.6.1
Scanned Quantities
12
3.6.2
Undetermined Ballots
13
3.6.3
First Preference Comparison
14
3.6.4
Export Summary
15
3.6.5
Informal Bal ots
15
3.6.6
Scanning Comparison
16
3.6.7
Deleted Batches
17
3.7 Search Page
18
3.8 Output Page
19
3.9 User Maintenance Menu
20
3.9.1
Show Registered Users
21
3.9.2
Register
21
3.9.3
Change Password
22
3.9.4
Delete User
23
3.10
Logout
24
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1. Introduction
Ballot papers that do not meet the business rules or have been changed by the operator at the
second verification (V2) check stage remains as ‘Unverified’ and enters the third stage.
V3 operators wil ensure all ballots are in ‘verified’ status. V3 checks the ballots that stil don’t
meet the business rules (to be formal) after V1 and V2 prior to export to eVACS.
Typically, V3 Operators are senior electoral officers. During this stage, V3 Operators may need
to view the actual ballot paper to determine the ballot paper preferences.
The functions that V3 operators wil perform are:
a)
Verify, update, approve ballot papers
b)
Deleting a batch
c)
Approving pending deletes
d)
Commit ing a batch
e)
Create reports
f)
Create output files for eVACS
g)
User management
2. User Guide
2.1 System Users, Access and Privileges
There are 3 User Types (Roles) available, which determine a user’s system access privileges.
Admin – full access to all functions (including initiating a batch deletion); to be used for
Commissioner, Deputy Commissioner, their delegate(s), and Electoral Officer Team Leader(s)
Operator – access to verify, update, approve type functions (including batch deletion
approval) and reporting, but no ability to add/modify/delete users; to be used for regular
Electoral Of icers
Observer – access to view ballots (no updates) and reports functionality only (Home, Reports,
Search, Logout); to be used for Scrutineers and other observer types.
No Operators are to open a Verified batch without the permit of EC, DEC or Scanning
Manager.
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Scrutineers who wish to view Verified batches can do so by notifying EC, DEC or Scanning
Manager. Scanning manager can then give “Observer” log-on to an authorised operator who can
sit and show scrutineers the verified batch/ballot.
These roles are assigned to the user when they are created by an Admin level user in the
‘Register’ functionality via the ‘User Management’ main menu option.
The user’s access level determines the options available via the main menu.
√ - Functionality is included for user level
x - Functionality not included for user level
Level 1 Level 2 (V3 Level 3
Functionality
(Admin) Operators)
(Observer)
Add/Modify/Delete users & their details (IDs & Passwords
etc)
√
x
x
Selecting a committed batch for deletion
√
x
x
Counter-approval of deleting a committed batch
√
√
x
Correct ballot results when judged necessary
√
√
x
Counter-approval of corrected ballot results
√
√
x
Print reports
√
√
x
Output committed results data to USB-FD for eVACS
√
√
x
Locate (searching functionality) & display ballots specified
by Scrutineers
√
√
√
2.2 Login
Election officers/verification operators wil require login and passwords to access the portal. The
login and passwords would be provided by IVE.
The Login page is il ustrated in the following image.
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Enter username & password in the corresponding textboxes, then select ‘Log In’ button.
if mandatory information has not been provided, the corresponding input box wil be
highlighted with an asterisk (‘*’)
Username & password are verified by the system
upon successful validation, the ‘home page’ is displayed
upon failure, the following message wil be displayed: “Your login attempt was not successful.
Please try again”
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2.3 Main Menu
The main menu allows for navigation to the various functions (dependant on user level) and is
displayed at the top of all pages.
Below image il ustrates the main menu bar (Admin user privileges shown).
The menu functions available are:
Home (displays ‘batches summary’ form)
Reports (opens sub-menu where the various report functions can be selected)
Search (displays the ‘Search for batches/ballots’ form)
Output (displays the ‘Create Output Files For Evacs’ button)
User Management (opens sub-menu where the various user functions can be selected)
Logout (displays the ‘login’ form)
2.4 Home Page
Displays the ‘batches summary’ form as il ustrated in the following image.
‘Batches summary’ form:
specify ‘electorate’, ‘polling station’ & ‘batch status’, then select the ‘Go’ button to generate
the report
‘Batch status’ options:
verified (displays verified batches, which can have the corresponding commit ed checkbox
enabled – selecting the ‘update’ button wil update the batches with the corresponding commit
status enabled)
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unverified (displays unverified batches, which can have the corresponding commit ed
checkbox enabled – selecting the ‘update’ button wil update the batches with the
corresponding commit status enabled)
pending approval (displays batches where at least 1 ballot is ‘pending approval’ – the(se)
ballot(s) in question, and their results, may then be viewed/modified)
pending deletes (displays batches that have been selected for deletion – the desired action,
either delete or reject, may be selected depending on user level)
Results of the ‘Batches Summary’ form displayed differ depending on the user level.
Verified
Admin: BatchNo, Number of ballots, Commit ed, Action (Delete)
Buttons: Update, Check Al , Uncheck Al
Operator: BatchNo, Number of ballots, Commit ed
Buttons: Update, Check Al , Uncheck Al
Observer: BatchNo, Number of ballots
Unverified
Admin: BatchNo, Number of ballots, Action (Delete)
Operator/Observer: BatchNo, Number of ballots
Pending Approval
All levels: BatchNo, Number of ballots
Pending Deletes
Admin/Operator: BatchNo, Number of ballots, Delete Reason, Action (Delete, Reject)
Observer: BatchNo, Number of ballots, Delete Reason
Informal
All levels: BatchNo, Number of ballots
User can select ‘Home’ menu item from any page to clear the current form & go back to the
‘home page – batches summary’, as il ustrated on the following image.
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3. V3 Operator Functions
3.1 Verification/Updating Process
Ballots are required to be in the “verified” status to be commit ed and exported to CD for eVACS.
Some ballots wil be in the “verified” status automatically by the system, while others will be in
the “unverified” status, due to business rules failures.
To “verify” the “unverified” ballots, search by “unverified” ballots, then select “View Image” from
the search results to dril down to the individual ballot image & captured results.
Alternatively, ballot images & their results can be located via the Batches Summary form (Home
Page), by utilising the “verified” criteria, and from the results selecting the Batch No. link and then
the Ballot No.
The ballot’s details (i.e. Batch No., Ballot No., Status), are displayed at the top left of the page,
with the captured results underneath on the left, and the scanned ballot image to the right, as
il ustrated on the following image:
Control buttons are located on the bottom left of the page, as il ustrated on the following image.
The ballot image may be made larger or smaller with the corresponding ‘Larger’ and ‘Smaller’
control buttons.
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The user may navigate to the next or previous bal ot via the ‘Next’ and ‘Prev’ control buttons, or
return to the ballot list or home page via the ‘Back to Ballot List’ and ‘Back to Home Page’ control
buttons.
V3 Operator may also either verify the ballot as is, by selecting the “Verified” control button;
update the captured results, by selecting the “Update” control button; approve do nothing to the
ballot’s status and move onto another ballot or page as desired.
When an update is made the following message wil be displayed:
Modifications to a ballot wil result in the ballot’s “Status” being changed to “Pending Approval”.
NOTE: Ballots from batches specifically of Informal Ballots wil not be able to be modified, they
wil display in Read Only mode.
3.2 Approval Process
Locating ballots in the “Pending Approval” status can be achieved via the same methods
specified for locating “Unverified” ballots in the previous section.
“Pending Approval” ballots may then be updated to “Verified” status by a 2nd Electoral Officer via
the “Approve” control button (changing the status to “Verified”) - or alternatively, the modifications
may be rejected by this 2nd Electoral Of icer if they do not agree, via the “Reject” button (changing
the status back to “Unverified”).
The control buttons for “Pending Approval” ballots are il ustrated on the fol owing image:
When an update is made the following message wil be displayed:
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3.3 Deleting a Batch
A batch may be deleted from the system if a problem is found with it after scanning. Eg, image
quality issue or other reason as given by ACT Elections.
Performed via the results of the ‘Batches Summary’ form on the Home page.
Only the commissioner & deputy can order a deletion of a batch that has already been commit ed,
after approval from another Level 1 or Level 2 user. This scenario wil need to be clearly
tracked in the system.
Admin level users may select batches for deletion from the results:
3.4 Approving Pending Deletes
Performed via the ‘Pending Deletes’ Batch Status option results of the ‘Batches Summary’ form
on the Home page.
Operator level users do not have the ‘Delete’ batch ‘Action’ option, and may only approve deletion
requests (as can Admin level), which is performed via the results of a ‘Pending Deletes’ Batch
Status option search:
Batch deletions require approval before being executed.
3.5 Committing a Batch
The “Commit ed” status dictates if a batch can be exported to eVACS. Batches begin with a
current status of pending approval (i.e. awaiting approval of V2 operator), verified, and unverified.
User can mark a verified or unverified batch as commit ed but cannot commit a batch that is
pending approval.
Once the batch has been through the scanning/verification process, the ballots within a batch are
either verified or unverified. The electoral staff can review any of the ballots within the batch via
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the portal. When satisfied with the ballots within a batch, the batch can be “commit ed”. Only
verified ballots wil be included in the commit ed export file for eVACS.
Performed via the results of the ‘Batches Summary’ form on the Home page.
Both Admin and V3 Operator users may commit a batch by checking the corresponding checkbox
in the ‘Batches Summary’ results and clicking the Update button. The screen wil then show a list
of Batch Numbers that have been committed successful y:
Commit ing is required for a batch to be included in the next export to eVACS:
3.6 Reports Menu
Select the desired report type from the ‘Reports’ menu item to display the corresponding report
form page.
The Reports drop-down list is illustrated on the following image.
Report Types:
Scanned quantities
Undetermined ballots
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First preference comparison
Export summary
Informal Ballots
Scanning comparison
Deleted batches
3.6.1 Scanned Quantities
Select the ‘Scanned quantities’ report type from the list in the ‘Reports’ menu item to display the
form.
‘Scanned quantities’ report form is il ustrated on the following image:
specify ‘electorate’, ‘polling station’ & ‘batch status’, then select the ‘Go’ button to generate
the report
displays batches by type & compares scanned vs cover sheet quantities – selecting the ‘view
confidence level’ link wil redirect to the corresponding confidence level report for the batch.
ICR Confidence Level Met for each ballot is Yes if no amendments were made to the ballot
values.
‘Batch status’ options for ‘Scanned quantities’:
• verified
• unverified
• pending approval
Example results are displayed on the following image:
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3.6.2 Undetermined Bal ots
Select the ‘Undetermined ballots’ report type from the list in the ‘Reports’ menu item to display
the form.
‘Undetermined ballots’ report form is il ustrated on the following image:
specify ‘electorate’, ‘polling station’ & ‘batch status’, then select the ‘Go’ button to generate
the report
displays batches by type & lists the quantities breakdown for various issues identified with
ballots
‘Batch status’ options for ‘Undetermined ballots’:
• verified
• unverified
• pending approval
Example results are displayed on the following image:
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3.6.3 First Preference Comparison
Select the ‘First preference comparison’ report type from the list in the ‘Reports’ menu item to
display the form.
‘First preference comparison’ report form is il ustrated on the following image:
specify ‘electorate’, ‘polling station’ & ‘batch status’, then select the ‘Go’ button to generate
the report
displays batches by type & compares scanned vs cover sheet 1st preference quantities
‘Batch status’ options for ‘First preference comparison’:
• verified
• unverified
• pending approval
Example results are displayed on the following image:
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3.6.4 Export Summary
Select the ‘Export summary’ report type from the list in the ‘Reports’ menu item to display the
form.
‘Export summary’ report form is il ustrated on the following image:
specify ‘electorate’ & ‘polling station’, then select the ‘Go’ button to generate the report
displays batches & the corresponding export status
‘Export status’ types for ‘Export summary’:
• Not Exported
• Ready for Export
• Exported for Counting
Example results are displayed on the following image:
3.6.5 Informal Ballots
As per requirements set by the Elections ACT, essentially what we are trying to achieve is the
ability to scan every ballot paper issued at the election, regardless of its status as formal or
informal. Elections ACT would determine, for each polling place, which ballot papers are informal,
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and these would be batched separately from the other (formal) ballot papers for that polling place.
This special batch would need to bypass the verification stages and just be recorded within the
database, notated as informal with the number of informals for each polling place recorded for
reporting purposes.”
Informal Batches wil be scanned under a separate job in scanning software. This job wil not
send the batch through to the Verification process, instead it wil just create the images and the
batch data wil be output to be ingested into the web portal.
A status has been created in the system called “Informal”. This wil differentiate these ballots from
all other ballots so that the system wil know that these ballots cannot have their data modified.
After an Informal Batch is scanned and the data imported into the portal, al ballots in that batch
wil be given a status of “Informal” and the batch itself wil have a status of “Informal”.
The batch wil also be automatically flagged as Commit ed, so that it can go straight through to
eVACS.
Select the ‘Informal Ballots’ report type from the list in the ‘Reports’ menu.
‘Informal Ballots’ report form is il ustrated in the fol owing image:
Specify the Electorate and/or Polling Place, then click the GO button.
Report displays batches which have Informal Ballots.
Example results below:
3.6.6 Scanning Comparison
Select the ‘Scanning Comparison’ report type from the list in the ‘Reports’ menu item to display
the form.
‘Scanning Comparison’ report form is il ustrated on the following image:
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specify ‘electorate’, ‘polling station’ & ‘batch status’, then select the ‘Go’ button to generate
the report
displays batches by type & compares automatically counted vs manual intervention quantities
‘Batch status’ options for ‘Scanning Comparison’:
• verified
• unverified
• pending approval
Example results are displayed on the following image:
3.6.7 Deleted Batches
Select the ‘Deleted batches’ report type from the list in the ‘Reports’ menu item to display the
form.
‘Deleted batches’ report form is il ustrated on the following image:
displays deleted batches with corresponding information: batch attributed, deletion date/time,
users involved, deletion reason – batch number link may be selected to dril down further into
batch details.
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3.7 Search Page
Select ‘Search’ menu item to clear the current form & displays the ‘Search for batches/ballots’
form, as il ustrated on the following image:
‘Search for batches/ballots’ form:
specify ‘electorate’, ‘polling station’, ‘candidate’, search type (batch/ballot), and which
batches/ballots to show (include) in results, then select the ‘Search’ button to generate the
search results
if the Batch/Ballot No. is not specified, or the asterisk (‘*’) wildcard is not used, the following
error message wil be displayed
if there are no records found matching the criteria, the user wil be advised by the following
message:
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Example results for a ‘batch’ search are displayed on the following image:
select the Batch Number link from the results to dril down for more information about the
corresponding batch
select the View Image link to display the scanned batch cover sheet, as il ustrated by the
following image:
Example results for a ‘bal ot’ search are displayed on the following image:
select the View Image link to display the scanned ballot image & corresponding results of the
batch, which is illustrated by the following image:
To go back to the search results, click the browsers ‘Back’ button on the View Image screen.
3.8 Output Page
The ‘Output’ function is used to output the commit ed ballots to USB Key for transfer & ingestion
into the eVACS counting system. This functionality is performed by IVE staff at the end of each
day after it’s requested by ACT Elections.
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Selecting the ‘Output’ main menu item displays the ‘Create Output Files For Evacs’ button, as
il ustrated on the following image:
When the ‘Create Output Files For Evacs’ button is selected the checksum is generated &
displayed, along with 3 file ‘download’ buttons (il ustrated on the following image) which facilitate
the output of the corresponding file to a location of the user’s discretion, and then loaded onto
CD.
3.9 User Maintenance Menu
This option is available for Admin Users only.
The ‘User Management’ drop-down list is il ustrated on the following image:
‘User Management’ options:
Show Registered Users
Register
Change Password
Delete User
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3.9.1 Show Registered Users
This option is available for V3 Operators only.
List all the current usernames setup in the system, when the user was created, and displays the
corresponding role assigned to the user.
An example result for ‘Show Registered Users’ is displayed on the following image:
3.9.2 Register
This option is available for V3 Operators only.
Al ows for new users to be added and, their role (i.e. User Type) to be assigned.
Select the ‘Register’ option from the list in the ‘User Management’ menu item to display the form.
The ‘Register’ form is il ustrated on the following image:
‘Register’ form:
specify ‘User Name’, ‘Password’, ‘Confirm password’, ‘Role’, and then select the ‘Create user’
button to add the user
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if mandatory information has not been provided, the corresponding input box wil be
highlighted with an asterisk (‘*’):
if the password entered does not meet minimum standards, the following message wil be
displayed:
upon successful validation, the following message wil be displayed:
3.9.3 Change Password
This function allows for existing users’ passwords to be changed.
Select the ‘Change Password’ option from the list in the ‘User Management’ menu item to display
the form.
The ‘Change Password’ form is il ustrated on the following image:
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If an unknown ‘User Name’ is entered, the following message wil be displayed:
if the ‘New Password’ entered does not meet minimum standards, the following message wil
be displayed:
upon successful validation, the following message wil be displayed:
3.9.4 Delete User
This function allows for existing users to be deleted. Only Admin level users can do this.
Select the ‘Delete User’ option from the list in the ‘User Management’ menu item to display the
form.
The ‘Delete User’ form is il ustrated on the following image:
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If an unknown ‘User Name’ is entered, the following message wil be displayed:
upon successful validation of the ‘User Name’ entered, the following message wil be
displayed:
3.10 Logout
This function simply logs out the current user and return to the ‘Login’ page, as il ustrated in the
following image:
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Document Outline
