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Management and Best Practices

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Training Agenda

Estimated Time: 4 hours

Audience: Elections Officials, Elections Specialists

Objectives: This course provides Election Administrators with an overview of Verity management, and the benefits of using the system. The course includes a brief section on the change management process, in order to

help administrators successfully manage Scan and Touch Writer implementation and the change from a legacy system. Administrators will start planning an election workflow, using an elections tasks checklist, and also start planning staff training. Additionally, his course introduces Verity Layout, Build, Central, Relay, and Count administrative functions and options. Administrators will plan security settings and user permissions for the software, view audit reports, and identify database management best practices.

Teaching Method: Teaching method is presentation, followed by demonstration and/or discussion. Attendees should be encouraged to allow everyone the opportunity to raise questions or discussion points. Some exercises may involve basic data entry.

Documentation: Administrator’s Guide, Support Procedures Guide, and Polling Place

Operations Guide as appropriate for implementation. Election Tasks checklist & vDrive Planning Worksheet.

Other Materials: Soft copies of logs for the implementation, as appropriate. VEO standard materials samples,

Modules: 6

Prerequisite: Polling Place Operations Course including hands-on demonstration with the polling place equipment.

Assessment: Intra-office Training Mock Election (given after all training courses are completed). Benefits of Verity:

Verity is a brand-new family of election technology; it’s the only fully integrated solution designed to exceed the requirements of modern elections.

Usability – Verity makes election administration and voting easier, by providing user-friendly tools that reduce complexity and streamline productivity.

o Modern, intuitive, friendly software design

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o Usable, plain language ballot design and reporting

Adaptability – Verity is designed to support any kind of election (in-person voting, by-mail voting, convenience voting etc.), and to be flexible enough to change as your needs change

o Election management (Verity Election Office) + voting system (Verity Voting) is a unique “ecosystem” approach that can respond to legislative changes and support new apps over the long term.

o Modular parts allow Hart to convert Verity devices from electronic to paper and back, as your jurisdiction’s needs evolve.

Transparency – Verity provides for open, secure and easily auditable elections o Store images from Verity Scan scanning devices

o Robust filters to print and export ballot images from Verity Central, with adjudication notes, if desired

o Built-in Auditing Dashboard in Verity Count, to export Cast Vote Record data according to your specific, customized desires.

o Usable, easy-to-read plain language audit reports from every software application

o Easy, efficient methods to validate software on voting devices and desktop workstations.

Module 1: Getting Started

(Timing: 45 minutes)

Teaching Method for this Module: Presentation and discussion

Introduction: greetings, operations and training manual orientation

Course Objectives

Benefits of Verity

Verity System Flowchart

System Overview

Verity Application Flowcharts

Verity Security Features o Verity Key and passcode

Change Management

Exercise 1.1: Answer the following questions on notebook paper in small groups, then share.

1. Given what you now know of Verity, how will your job change? 2. How will others’ jobs that most affect you change?

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o Strategies for Change Management

o Best Practices to Help Managers Successfully Implement Change

Exercise 1.2: Identify a strategy to follow during implementation. Examples of some strategies are the 20/20 Change Agent strategy or the ADKAR strategy. Teams list favored strategy(ies) and favored best practices on notebook paper. Share.

Exercise 1.3: Discuss labor-intensive tasks that can now be eliminated with Verity. Share. (example: no more SERVO)

Module 2: Election-Related Management

(Timing: 30 minutes)

Teaching Method for this Module: Presentation only

Verity Workflow

o Show overall system architecture

o Open each application, as applicable, and give a brief overview of the applications functions.

Workflow topics

Verity Election-Related Tasks Checklist

Managing Elections in Verity

Service Bureau Procedures

o Review Service Bureau forms and processes, if applicable

Security Recommendations

o Polling Place Security Recommendations o Security Recommendations for Storage o Security Recommendations for Transport  No Exercise

Module 3: Planning Verity Training and Voter Education

(Timing: 45 min.)

Teaching Method for this Module: Presentation and discussion

Training Courses

o Who needs what training? o Course descriptions

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o Full System o Service Bureau

Verity Documentation

Voter Education Materials

Verity Training Planner

Exercise 3.1: Hand out and review the Verity Training Planner for this

implementation. Are all users who will be affected by change included in training? How does the timeline work?

Exercise 3.2: Discuss available documentation for Verity. Discuss the audience for

each document and how the documents might be used in a training course.

Exercise 3.3: View and discuss materials needed for Voter Education. Identify best

use of materials within the polling place.

Module 4: Verity Software Administration Tasks

(Timing: 45-60 minutes)

Teaching Method for this Module: Presentation and discussion/exercises

Software Passwords

Managing Users in Verity o User Management o Adding Users o Assigning Roles o Deleting Users

Password Tips

Computer Workstation Security

About Verity vDrives

About Verity Keys

o Verity Key Security Recommendations

Verification of Software and Firmware Versions

Exercise 4.1: If desired, set the user names and passwords to each application and view Audit Log reports. NOTE: This can also be completed in software-specific training.

Database backup, archive and file management o Database backup during an election

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o Database archival after an election o When and what to back up

Exercise 4.2: On chart or dry-erase board, trainer explains the characteristics of archive process per application.

Exercise 4.3: Walk through an example of good vs. bad file structures for data organization (not Verity-specific). (SEE PRESENTATION NOTES)

NOTE: Customers should add jurisdiction-specific users and permissions per application. Customers should delete generic users per application. Customers may add emergency users per application. Customers must be informed about the presence of generic logins (administrators and Hart Technical Services) in each software application. It is the customer’s responsibility to delete these username logins, if desired. If the customer deletes users, or if they lose usernames and passwords, Hart cannot recover that information and software reinstallation will be required.

Module 5: Support Procedures Overview

(Timing: 30 minutes)

Teaching Method for this Module: Presentation only

Equipment Environmental Standards

Storage Recommendations o Best practices

o Power supply in the storage location o Paper storage

Maintenance Procedures o Functionality Testing o Preventative Maintenance

• System Batteries

• Preventative Maintenance Cycles o Replacement Cycles

No Exercise

Module 6: Review and Conclusion

(Timing: 30 minutes)

Teaching Method for this Module: Presentation and exercises/discussion

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o Verity workflow (Module 2)

o Verity Personnel and Training Requirements (Module 3) o Database backup and archival procedures (Module 4)

Hart InterCivic Verity Support

o Hart Customer Support Center (Help Desk) o Hart Support Online (HSO)

o Hart File Transfer Site (HTS)

Exercise 6.1: Log in to Hart Support Online as customer. Visit knowledgebase. Enter issue or enhancement, if applicable.

Election Logs Processes

Exercise 6.2: View full set of Verity labels and logs, discuss processes.

Q&A

Assessment

Performance Assessment: Verity Training Mock Election o Consult Mock Election Agenda

o Conducted only after all training courses completed

After Class Responsibilities

Restore vDrives and prepare equipment for the next class.

File sign-in sheet in the envelope.

File evaluations in the envelope.

Pick up trash and tidy up room.

Set out materials for the next class.

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Management and Best Practices

Equipment List

H

ar

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e

Item Quantity Ratio Notes

Computer for Verity Office, Build, Count, Relay

1:1 or 2 trainees Will vary per implementation Computer(s) for Central 1:1 or 2 trainees Will vary per implementation Central Scanner 1:1 or 2 trainees Will vary per implementation Microphone/Headset for VERITY

LAYOUT audio

1

vDrives Several At least 1:PC With Training Ballot? Blank ballot stock (in reams) 1-2: class Ream = 500 sheets

Marked ballots Several

Reports Printer 1

Ballot Printer 1

Line Printer for Count 1

Verity Touch Writer 1:1 or 2 trainees Set up with Training Election Verity Touch Writer Booth 1:1 or 2 trainees

Verity Touch Writer Ballot Printer 1:1 or 2 trainees

Verity Scan 1:1 or 2 trainees Set up with Training Election Verity Scan Ballot Box 1:1 or 2 trainees

Power strip(s)/Surge protectors 1:lab station and 1 for

presentation table

Extension Cords 1: lab station

and 1 for presentation table Presentation Laptop 1

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D oc ume nt at io n

Item Quantity Ratio Notes

Training Planner for this implementation

1:1 To Client Training Materials list 1

Jump drive with soft copies of TRMs, Quick Reference Guides, Desk References Logs, Labels, VEO Materials, HSO documentation, ballot stock/print specs

documentation, etc.

1

Verity Training Mock Election Agenda

1:1

Sign-in Sheet 1:class

M is ce lla ne ou s

Item Quantity Ratio Notes

Agenda 1

Name Tags 1:1

Pens 1:1

Pencils

Markers 1:5

Clipboard(s) 1

Screwdriver(s) 1

Laser Pointer 1

LCD Projector 1

Presentation Screen 1 PowerPoint Slideshow(s) 1 Jump Drive or external hard drive with backup files, applications, all above documentation and curricula

1

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References

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