Wisconsin SVRS Data Conversion Data Conversion Webcast January 2005

2 Agenda IDTopicPresenterTime 1Welcome / IntroductionJosh Murray5 min 2Tips for Navigating the WebcastJosh Murray10 min 3Review of Preparation Information ed / mailed to you (Glossary) Josh Murray5 min 4Project BackgroundBarbara Hansen10 min 5Overview of Conversion ProcessJosh Murray15 min 6Demonstration of Conversion ProcessDaniel Bray15 min Break – Submit Your Questions15 min 7We Need Your Help!Josh Murray15 min 8What Happens Next…Josh Murray15 min 9Question & AnswerAll15 min

3 Welcome and Introductions ■Barbara Hansen –SVRS Project Director ■Josh Murray –SVRS Transition Lead ■Daniel Bray –Vice President Software Engineering, Aradyme Corporation

4 Welcome! Navigating the Webcast ■Description of the screen –Presentation display –Meeting information –Attendees –Seating area –Ask a question

5 Welcome! Tips for Viewing the Webcast ■Full screen (hide panels) –In order to view the presentation on full screen, go to View  Hide Panels –To view the Panels, go to View  Show Panels ■Audience is muted by default –Due to audience size –Still looking for your Questions and Feedback! ■If you lose your connection –Do not shutdown your computer, simply reconnect to the webcast from the invite; Refer to your hard copy version of the presentation –If not successful, call the WisLine HelpLine: for technical assistance

6 Welcome! Tips for Viewing the Webcast ■If we are going too fast or too slow –Click the down arrow next to “Feedback to Presenter” –It will present you with the available options –Select the appropriate option and the presenter will be notified of the problem ■If you are experiencing delays –Please be patient, especially if you are on a slow connection, as the slides will take a few seconds to load.

7 Welcome! Tips for Viewing the Webcast ■Ask a question –Click the “Ask a Question” button in the “Questions and Answers” box –Use your keyboard to enter your question or comment in the box –Click the “Ask” button to send the question – We will do our best to address your questions during the presentation

Wisconsin SVRS Data Conversion Overview of Preparation Information

9 Review of Preparation Information ■Today’s Agenda ■WisLine Web – Top Ten List for Attendees ■SVRS Data Conversion Webcast Presentation (Hardcopy) ■Microsoft Excel Spreadsheet –Validation of Existing Municipality Profile

Wisconsin SVRS Data Conversion Project Background

11 Project Update Campaign Finance Reform Help America Vote Act 2002 (HAVA) Statewide Voter Registration Requirement Study and Request for Information (RFI) Municipality Focus Group Sessions and Technology Resource Sharing Request for Proposal (RFP) Creation of a State Plan Data Conversion Kickoff Initiated Memorandum of Understanding (MOU) Process

12 Project Update & Background ■The Campaign Finance Reform portion of 2001 Wisconsin Act 109 –Required the SEB to conduct a study to determine the most efficient and cost effective manner in which to design, develop and implement a statewide voter registration system. ■Help America Vote Act of 2002 (HAVA) –Made sweeping reforms in the way elections are conducted. –Set minimum standards to ensure public confidence in the integrity of the voting process. –Charged the State with increased responsibility for election administration to achieve greater uniformity and consistency in the election process. ■State Plan –Committee comprised of county and municipal election officials, representatives of advocacy groups and other citizens. –Plan to meet HAVA requirements represented collective input and recommendations of the Committee members, citizens, and legislators.

13 Project Update & Background ■Related SEB Election Initiatives (HAVA requirements) –Implementing a Toll Free Telephone Line –Implementing a program to inform voters about the election process –Increase access to the election process for people with disabilities –Train all election officials (chief inspector training) –Purchase and deploy voting equipment meeting HAVA accessibility requirements ■Requirement for Statewide Voter Registration System (SVRS) –“each State…shall implement, in a uniform and nondiscriminatory manner, a single, uniform, official, centralized, interactive computerized statewide voter registration list defined, maintained and administered at the State level…” –Implemented by January 1, –After deployment, the SVRS will replace your current voter registration system

14 Project Update & Background ■The Study and the Request for Information (RFI) of 2003 –Held group meetings with municipal and county clerks, and other users of voter registration lists. –Developed preliminary business requirements –Issued a Request for Information Conclusion of Study: Develop new relationships with local clerks and leverage the body of expertise in statewide voter registration systems found with package vendors.

15 ■Municipality Focus Group Sessions –Approx 75% turnout –Provided SVRS Overview –Introduced Technology and Resource Sharing –Collected Initial Intent ■Technology and Resource Sharing –Enabled by 2003 Wisconsin Act 265 –Must be another municipality or the county - Cannot be privatized –Many counties doing it already –100% of counties on board to be providers ■MOU Process –Will get a signed document from ALL municipalities –Agreements between providers and reliers –Agreements between providers and SEB Project Update & Background

16 Project Update - Critical Success Factors ■The Request for Proposal (RFP) of 2004 –Issued May 6, 2004 –Followed rigorous state procurement process –Deadline for submittal of proposal: June 8, 2004 –Evaluation complete and Intent to Award issued October 15, 2004 –Contract signed: November 12, 2004.

17 Project Update - Critical Success Factors ■Critical Success Factor –We need your continued and continual support and cooperation!

Wisconsin SVRS Data Conversion Data Conversion Overview

19 Overview of Data Conversion ■What is Data Conversion? –Data conversion is a process of pulling data from all of the current Municipality voter registration systems, normalizing it into a standard form, and importing it into the new Wisconsin SVRS. ■How will I be involved in Data Conversion? –In order for data conversion to be successful, it is necessary for the Municipalities, their system vendors, and the SVRS project team to work closely together. –The SVRS project team will request three data extracts from the Municipalities as well as validation regarding their current system specifications –The municipalities will cleanse their data based on reports provided by the SVRS project team ■What is Data Cleansing? –Data cleansing is the process of cleaning data by the Municipalities in the source system (i.e. invalid birth dates, numerals in the last name field, etc.) to remove and fix invalid data. –Data cleansing is an ongoing process, that will begin immediately and continue until the final conversion.

20 Conversion Overview Goals and Objectives ■Create a process to accurately and efficiently transfer information from existing Municipality systems to the centralized Statewide Voter Registration System ■Ease Municipality workload during the conversion process ■Inform Municipalities of the status –Municipalities will receive reports on their data conversion, identifying incorrect or unrecognized data ■Involve Municipalities in data validation –Municipalities own the data – and will be used in the conversion process to validate that the conversion was successful

21 Overview of Conversion Process

22 Conversion Overview Mock Conversion ■What is a Mock Conversion? –Complete end-to-end test of the conversion process from the existing file formats into the new SVRS ■Benefits of Mock Conversions –Allows SVRS team to verify that data is being populated correctly in the SVRS PRIOR to Go-Live activities –Provides estimate of the time required –Gives insight into any issues / problems that might occur during final conversion –Allows the SVRS Conversion Team to anticipate any performance issues –Gives Municipalities the Opportunity to make changes to their own data ■Mock Conversion Process –Municipality provides data extract via portal –Control Data (Validation Count) from the jurisdiction is obtained at time of extract (e.g., # of voters by ward, # of polling places) –SVRS Conversion Team performs conversion and creates file to load into SVRS –Execute test scripts for confirmation / validation –SEB sign-off on Mock Conversion

23 Conversion Overview Security Plan ■All data being transferred over the Internet will use Secure FTP with encryption keys –Aradyme will generate the keys –One key will be entered on the Aradyme server and the other is physically given to the other party (i.e. by phone) ■Secure Sockets Layer (SSL) –128 bit encryption as guaranteed by a public certificate authority (i.e. Verisign) ■Aradyme Security Measures: –Servers (storage of data) are securely located in locked rooms where electronic key card entrance is required –Cameras monitor the rooms 24x7 by security personnel –Only data engineers with approved access can enter –Entry is accessible only by username/password assignment –All data engineers must pass a Federal background security check before project assignment

Wisconsin SVRS Data Conversion Demonstration of Data Conversion Process - Daniel Bray -

Wisconsin SVRS Data Conversion Break - Please post your questions -

Wisconsin SVRS Data Conversion Municipality Involvement

27 Municipality Involvement Step 1:Identify a SVRS Data Conversion Point of Contact for your Municipality Step 2:Validate and correct our existing profile for your Municipality –What is your data source? Step 3:Provide Data Schema Documentation Step 4:Provide Documentation on Various System Codes –What are the codes and what are their meanings? Step 5:Provide Your Data Extract and Control Counts Step 6:Review Exception Reports and Resolve Errors We need your help!

28 Municipality Involvement ■Municipality Data Conversion Point of Contact Role & Responsibility –Primary Point of Contact between the Municipality and the SVRS Conversion Team for data conversion –Help answer SVRS Conversion Team questions –Facilitate and coordinate the extract and clean-up of Municipality data –Communicate conversion timelines to staff and local vendors within the Municipality offices –Assist the SVRS conversion team with data validation during mock conversions –Communicate to the SVRS Conversion Team immediately any changes to their existing Municipality system or data model ■Conversion Points of Contact are critical to the success of the SVRS Project ! Step 1: Identify a SVRS Data Conversion Point of Contact for your Municipality

29 Municipality Involvement ■From the “WI SVRS Municipality Information” spreadsheet provided to you in your preparation information, please follow the instructions to provide: –The SVRS Conversion Point of Contact for your Municipality (name, address, and phone) –Updates to our records for the type of system currently in use – Please be as specific as possible! ■Action Item: By the end of next week (_____), please your completed Data Conversion Municipality Validation Spreadsheet to Step 2:Validate and correct our existing profile for your Municipality

30 Municipality Involvement ■Sample Data Schema Documentation helps us understand the meaning of your data –Translation of Technical Language to English –Word or Excel document –Example: FName = First Name –Example: Fields named “Other” – What are these used for? –Example: Fields not in use Step 3: Provide Data Schema Documentation ■Any specific system codes your Municipality uses to abbreviate a term –Voter Application Source (Mail, Election Day, In-Person) –Status Codes (Active, Inactive, Canceled, etc.) –District Codes (Code Number 12 = Kettle Moraine School District) Step 4: Provide Documentation on Various Codes

31 Municipality Involvement ■After we receive your spreadsheet validating your system information and Point of Contact, the SVRS Team will send an to the Municipality Point of Contact. We will: –Provide a web address, user name and password for you to securely submit your data –Provide extract instructions if you use software shared by a number of Municipalities –Work with your Point of Contact by or phone to assist with the extraction process if using a unique software system –Provide contact information for support / questions –Request Control Data to accompany your extract Step 5: Provide Your Data Extract and Control Data

32 Municipality Involvement Once you submit your data extract file: ■The conversion process begins (e.g., Mock Conversion) ■The SVRS Conversion Team provides status reports on your data (viewable on the web) ■You will have time to validate your data and make corrections Step 6: Review Exception Reports and Resolve Errors

33 Municipality Involvement List of Action Items Step #DescriptionDue Step 1Identify a SVRS Data Conversion Point of Contact for your Municipality End of Next Week (____) Step 2Validate and correct our existing data for your Municipality End of Next Week (____) Step 3Provide Data Schema DocumentationBegin Gathering Now; Will be requested by after we receive your validation and Point of Contact Step 4Provide Documentation on Various CodesBegin Gathering Now; Will be requested by after we receive your validation and Point of Contact Step 5Provide Your Data Extract and Validation CountsWill be requested by with instructions; Deadline to Provide Data Extract – 2/11/05 Step 6Review Conversion Reports and Resolve ErrorsOngoing

Wisconsin SVRS Data Conversion Timeline and Milestones

35 Project Overview Conversion Milestones ■JanuarySVRS Data Conversion Kickoff Meetings ■2/11/2005Deadline – Initial File Collection ■3/31/2005Completion of Initial Data Cleansing ■4/15/20052 nd Municipality Extract ■5/31/2005Completion of Interim Data Cleansing ■10 business days prior to3 rd Municipality Extract & Data Freeze for Pilot Pilot Go-LiveMunicipalities ■July 2005Pilot ■10 business days prior to3 rd Municipality Extract & Data Freeze for Statewide Statewide Rollout (staggered Municipality Rollout by group of Municipalities) ■Aug – Oct 2005Statewide Rollout

Wisconsin SVRS Data Conversion Conversion Webcast Wrap-Up

37 Question & Answer ■Please post questions at this time ■Thank you for attending the SVRS Data Conversion Webcast – we hope the meeting was helpful !

38 Glossary of Terms ■Cleansing – The process by which Municipalities update voter registration information in their legacy system(s), e.g. source data. Aradyme validates existing during the conversion process. Municipalities receive reports from the SVRS conversion team on invalid data. The SVRS conversion team and Municipalities work in coordination during the cleansing process. ■Data Conversion - The electronic conversion of voter records from a county or municipal legacy system into the new SVRS, including the electronic conversion of data from SEB legacy systems. ■Data Population - The data entry of SVRS records from municipalities that currently do not have voter registration. ■Data Schema Documentation – Any documentation created by the Municipality or a Municipality’s voter registration system vendor that defines fields within a database. Any documentation that provides detail on how a Municipality uses fields (e.g. custom fields, or “other” fields) will help the SVRS team interpret Municipality legacy data ■Data Source – Legacy system or electronic voter registration system currently in use at a Municipality; this can be a vendor product, a Microsoft Excel spreadsheet, or any number of document formats. ■DET – Division of Enterprise Technology within DOA. ■DOA – Department of Administration. ■FTP – File Transfer Protocol (FTP), a standard Internet protocol used to exchange files between computers on the Internet. ■HAVA – Federal Help America Vote Act of ■HINDI # – The HINDI number is a unique identification number to identify all municipalities within the State of Wisconsin. Counties are identified by first 2-digits of the HINDI number, 1- 72, assigned in alphabetical order.

39 Glossary of Terms ■Normalization – conversion process used to reduce problems with data consistency by reducing redundancy. ■SEB – Wisconsin State Elections Board. ■SSL – The Secure Sockets Layer (SSL) is a commonly-used protocol for managing the security of a message transmission on the Internet. ■Standardization – Conversion process used to consolidate all variations of a particular field or data element and standardize into one consistent format, e.g. Street, Str. St. Stret, Strett are all standardized to St. ■SVRS – Statewide Voter Registration System. The SVRS includes software, customizations to meet Wisconsin’s business and technical requirements, implementation services, data population strategy and conversion, training, service desk, and maintenance and support. ■SWEBIS – The current State of Wisconsin Elections Board Information Systems. SWEBIS 1 manages campaign finance functions. SWEBIS 2 manages election administration. ■WSEB ID – Is an ID issued by the SEB to entities that participate in the campaign finance process (e.g. candidates, campaigns, committees, etc). WSEB ID is used to uniquely identify a candidate throughout the election administration aspects of the system. FTP is commonly used to transfer Web page files from their creator to the computer that acts as their server for everyone on the Internet. It's also commonly used to download programs and other files to your computer from other servers.