REVISED - ELECTIONS LIST OF RECOMMENDATIONS 6-26-19.DOCX

FINAL LIST OF RECOMMENDATIONS RE: ELECTIONS DEPARTMENT
C-06-19-529-M-00
STAFFING RECOMMENDATIONS:
1. Accept the preliminary recommendations of the independent staffing study that evaluated the workload and the
required skill-sets needed to properly staff the Elections department.
2. Funding for the recommended staff positions will be moved from contingency based upon the preliminary
recommendations of the staffing study.
TECHNOLOGY RECOMMENDATIONS:
SiteBooks, Tabulation Equipment, Voter Registration System (VRAS), Software
1. The SiteBooks provide essential functions for the elections process and should continue to be used as a
fundamental component of the overall elections technology platform.
a. Given that the SiteBooks are custom-developed, all documentation and systems updates for all software,
hardware, configuration, and other items as necessary, should be current and archived appropriately.
b. The software used on the SiteBooks should be secured and controlled with an appropriate quality control
process.
c. For each election, the final configuration and setup for an intended election should go through a full
security review.
2. Approve the contract for upgraded tabulation equipment. The newer technology affords the ability to have a
greater flexibility with ballot styles, streamlines the adjudication process, and performs the central count activities
at a much faster rate.
3. The Voter Registration Access System (VRAS) is a central database that contains more than just voter
registration information. The County Recorder is statutorily responsible for the voter registration database and will
maintain custody and is responsible for any modification to the voter registration data. The Recorder’s Office and
the Elections department shall maintain real-time access to data needed for the planning and execution of
elections.
a. Given that the VRAS database is custom-developed, the Recorder’s IT department should ensure that
documentation for all software, configuration, and necessary elements are up to date and archived
appropriately.
b. The database software should be secured and controlled with an appropriate code management process
and quality control process. This will be very important to ensure that any software updates are fully
reviewed and can demonstrate full security on the software.
4. Several of the key components of the Elections technology platform have been custom developed by the
Recorder’s IT department. These tools have been fundamental to the execution of elections in the County. The
Elections department should consider the following guidelines:
a. Ensure that all software, hardware, and configurations are properly documented and archived.
b. Appropriate succession planning and backup resources to system developers should be identified and
trained in the system structures, coding and platforms, and a suitable transition period should be outlined
and implemented to allow for full knowledge transfer.
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c. Commercial systems should be evaluated as a replacement any time a major upgrade to the existing
customer tools is required. While commercial systems have not proven successful in the past, technology
updates and advances could make them viable in the future.
5. Given the critical role that technology plays in every election, the Office of Enterprise Technology (OET) should be
involved in partnering with the Recorder’s IT department throughout the process.
STRUCTURE RECOMMENDATIONS:
1. Execute a mutually negotiated Elections Operation Agreement outlining management of resources and
operational hand-offs on those interdependent processes. Below is a general summary of areas and topics that
may be addressed in the agreement.
Areas Assigned to the Board Areas Assigned to the County Identified Key Shared
of Supervisors via Statute Recorder via Statute Resources
• Noticing of elections • Voter registration • Utilization of trained staff
• Campaign financing • Voter rolls and registers between the offices
• Ballots • UOCAVA • Real-time access to VRAS
• Election Day activities • Early voting activities and its link to SiteBooks
• Equipment & supplies • Provisional ballots • Ballot on Demand printers
• Tabulation equipment • Signature verification • Voting booths & supplies
• Training poll workers
• Chain of custody of • Warehouse operations
• Chain of custody of
equipment and ballots equipment and ballots from • Technology infrastructure
• Set location of tally & certify early voting through • Vehicles
results provisional tabulation • Contract with Runbeck
• Special Districts • Facilities and workspaces
2. Establish two director positions within the Elections Department. One director will be appointed by the Board of
Supervisors and one director will be appointed by the County Recorder. The Recorder will provide direction to the
director for any areas that fall under the Recorder’s assigned statutory responsibilities. The Board of Supervisors
will provide direction to the director for any areas that fall under the Board’s assigned statutory responsibilities.
The directors are expected to work in tandem to maximize efficiencies and resources.
ADDITIONAL RECOMMENDATIONS (outside of staffing, technology and structure):
1. Distribute the 2018 turnout data with corresponding maps for each polling location for review. (Completed)
2. Engage a consultant to complete the process map to the task level and develop a “future” state once the new
tabulation equipment is procured.
3. Work closely with the Recorder to facilitate a clear Elections Operaton Agreement or any other action needed to
ensure real-time access to voter registration information is available to the staff responsible for election day and
emergency voting.
4. Benchmark Maricopa County Elections’ operational approach and tools against other large county jurisdictions to
evaluate best practices.
5. Identify a project management tool(s) that will allow for enhanced communication, tracking of critical path
junctures, modeling and reporting.
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6. Complete and maintain an online operations manual.
7. Establish a team of trained County staff, outside of those already in the Elections Department and Recorder’s
Office, to serve as experienced support during large-scale elections.
8. Establish a well-functioning command center or final elections readiness space – similar to what is used in
Emergency Management.
FUTURE REVIEW RECOMMENDATIONS:
1. Reassess changes after the 2020 election calendar.
2. Track the status and evaluate the results of the implemented recormmendations.
3. Conduct a logistics review of the warehouse, equipment preparation, delivery, parts, and other election related
items.
4. Regulary review the contracts and roles of third-party vendors.
5. Analyze impact of upgraded tabulation equipment.
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