Elector8 Training and Instruction Document How to Manage the Count and Beyond Version Control Version Author Change Details Date No. 1.0 C Coleman Original version February 2017 1
Contents Conventions Used... 3 Getting Help... 3 THE COUNT 4 Count Layout... 4 Observers... 13 Venue Attendance... 16 Ballot Box Receipt... 22 ElectorCount Results... 26 Preparation... 26 The ElectorCountResults Website... 29 Site Setup... 30 Personalising the Count Display... 30 Importing Shape Files... 33 Managing Reasons for Ballot Paper Rejection... 34 Manage Elections... 35 Ballot Box Receipts... 38 Managing Ballot Boxes... 39 Ballot Paper Accounts... 39 Postal Ballot Paper Account... 40 Rejected Ballot Papers... 42 Producing Your Election Results... 43 Slide Show Setup... 45 Particip8 For Polling Stations... 47 Loading Data into Particip8... 47 Using Particip8 at the Polling Station... 49 Viewing Polling Station Data... 56 Particip8 Reports... 58 Elected Members... 59 Election Accounts... 61 2
Conventions Used This icon represents something you need to learn and remember. It s a fact about how the system works or the processes in place. This icon represents that it s something you should do to make the system work. How to Use This Guide We understand that as an annual activity, Users need a reminder of the key features. This guide attempts to highlight the major areas that should be considered in managing the Counts and beyond and so whilst not exhaustive, attempts to provide useful and practical guidance. Getting Help Remember your F1 and related How to guides which are available for you. Please read your Home page as we update news and FAQ s on a regular basis during canvass. We believe that help is only good if its helpful so if any of our guides or online help is not good enough, please tell us and we will be only too happy to address this quickly as we want this to be a valuable repository that Users want to utilise. Contact us by Elector8 using the icon (in the global toolbar) or Help > Report and issue By Webchat from the home page click Chat By Email: Support@democracycounts.co.uk By Phone: 01925 320888 Preferred work practices vary significantly by Client, so please try to give us as much useful information as possible, as this will help us help you. Thank you for using our products and service. 3
THE COUNT Count Layout The Count>Count Layout> This screen allows the User to plan the Count Layout. NOTE: In preparation, the User will need to get a.jpeg file of the Count venue, which must be saved to a local network location - this will provide the floor plan (size, dimensions etc.) upon which the layout can be applied. Plan tab: Upon entering the screen, the User will be prompted to select an Election. The User will be prompted to import a background image. 4
Clicking OK takes the User to a search of their network, where the User must select the appropriate.jpeg file and the floor plan will be loaded into the system. If the User wants to change the floor plan, this can be done by clicking Change Background and the User must select the.jpeg from their network location. 5
Once the floor plan has been uploaded, the User should then set the scale The User must click on Set Scale and a red line will appear on the Floor Plan. The User can then drag the ends of the line, to the boundary of the floor plan to set the scale for the width of the count venue. The User must then click on Set Scale again, and this will allow the User to determine the scale for the floor plan: The User can overtype the Scale value in meters, as required. The current scale will be indicated by the screen ruler. 6
This processes should be repeated but this time setting the depth of the Count venue (i.e. from the top to the bottom of the diagram), Once the User clicks OK, the scale will be set and shown on the screen ruler. NOTE: Setting the scale will improve the accuracy when adding tables and seats. The User can adjust the screen view by multiple clicks on the green microscope icon, to increase the size The User can adjust the screen view by multiple clicks on the green microscope icon, to decrease the size Actual size returns the view to the original size of the floor plan, as originally uploaded Once the User has imported the floor plan and set the scale, they can begin to place tables and chairs onto the plan. 7
Clicking on the brown table icon, will create a table the User must then size to fit the plan by Right Click>Properties: Once the User clicks OK the table will be placed on the floor plan and can be dragged and dropped to the required location: 8
The tables will automatically be allocated a number when created. There are a number of Right Click options: Rotate allows the User to rotate the item: Properties allows the User to amend the dimensions of the item: 9
Remove allows the User to remove selected items Settings allows the User to set specific criteria, in relation to positioning of tables and chairs: The User must ensure that the layout is saved: Saved to database saves the layout in Elector8 Save as image allows the User to save the layout as an image, to a specified Elector8 folder Print allows the User to print the layout 10
NOTE: The User can conduct one or many of these options. The User can go into this screen multiple times, to amend and adjust the layout, as required. Places tab: This tab lists all Staff members who have been appointed (See How to Manage Staffing). NOTE: Staff members must have been appointed for them to appear in this tab. The User can Right Click to Manually assign Staff members to specific seats, at specific tables: 11
In the Plan tab the User can then hover over any seat, to reveal which Staff member has been placed there. The User can amend the seating allocation, by either: Right Click>Manually assign and select another seat from the drop down OR Right Click>Clear All seating arrangements this will clear all. NOTE: Once the User has completed the layout, information relating to which Staff member has been assigned to which seat/ table, will be populated in The Count>Venue Attendance: These details will also appear on the Badges/Wristbands that are printed off for each Staff member participating the Count Planning & Reporting>Manage Reports. 12
Observers Elections>Observers This screen allows the User to register Observers for the Count. The User must select the Election from the drop-down. Adding Observers: By clicking New the User can add an Observer this is particularly for all except Agents, who can be managed by Right Click options (see later in this section). The Observer Details tab at the bottom of the screen will highlight the data that must be entered. The User can select the Role from a drop-down: 13
NOTE: An address must be entered for each Observer, before the addition can be saved. There are a number of Right Click options: Add existing agent allows the User to import a selected existing Agent the black arrow will reveal a drop-down of all Agents on the database (see Elections>All Agents): Add all existing agents - allows the User to import all existing Agents (see Elections>All Agents). Locations tab: When adding an Observer, this allows the User to specify the Counting Station or Polling Station(s) that the Observer may attend: 14
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Venue Attendance The Count> Venue Attendance This screen allows the User to view, amend and manage all personnel who have been identified as required/requested to attend the Count. The User must select the relevant Election from the drop-down. Once an Election has been selected, all Staff members who have been appointed, along with any Agents or Candidates who have requested attendance, will be listed in the data grid. Add Observer allow the User to add an Observer this may be of particular use for adding last-minute observers: 16
Added Observers will then appear at the bottom of the data grid: There are a number of Right Click options: Import Candidates allows the User to import all valid Candidates for the specified Election (Elections>Candidates & Nominations) Import Candidate s Agents - allows the User to import all valid Agents for the specified Election (Elections>All Agents/Manage Agents) Import Staff allows the User to import all Appointed Staff members (Staffing>Election Staff Appointment Summary) Import Observers - allows the User to import all Observers (Elections>Observers) Import Everyone allows the User to import everyone (Candidates, Agents, Staff and Observers) Set areas to All allows the User to select one or many in the data grid and allows them access to all venues Polling Stations and Counting Station this will be displayed in the Areas column: 17
Set areas to specific selection allows the User to select one or many from the data grid and select a location from the pop-up screen: This will then be displayed in the Areas column: Clear areas allows the User to select one or many and clear the areas. Delete selected attendees allows the User to select one or many and delete them the User will be prompted by a pop-up: Clear times for selected attendees allows the User to select one or many and delete the times that they have been registered as entering and leaving the venue. 18
Record log in for selected attendees - allows the User to select one or many and record a log in time for them as they enter the venue. This will populate the data grid in the Last logged in column with a time and date stamp and change their Status to Logged In: Record log in for selected attendees - allows the User to select one or many and record a log in time for them as they leave the venue. This will populate the data grid in the Last logged out column with a time and date stamp and change their Status to Logged Out: View log in history allows the User to view a selected attendees log in history this is particularly useful as the main data grid will be overwritten each time an attendee logs in/out: Run attendance report allows the User to generate a report listing all attendees (can also be produced in Planning & Reporting>Manage Reports) 19
Print badges for all Attendees opens and populates the template, allowing the User to print badges for all Attendees (can also be produced in Planning & Reporting >Manage Reports): Print badges for selected Attendees opens and populates the template, allowing the User to print badges for all Attendees (can also be produced in Planning & Reporting >Manage Reports) Print wristbands for all Attendees opens and populates the template, allowing the User to print badges for all Attendees (can also be produced in Planning & Reporting >Manage Reports): Print wristbands for selected Attendees opens and populates the template, allowing the User to print badges for all Attendees (can also be produced in Planning & Reporting >Manage Reports). 20
NOTE: Different types of Observers will be highlighted in different colours on the data gird these colours will be printed on the wristbands and badges (if using colour printing). Democracy Counts can provide blank wristband stock please contact Support for more information. 21
Ballot Box Receipt The Count> Ballot Box Receipt This screen allows the User to register receipt of ballot boxes at the Count venue, after the Close of Poll. Manually registering receipt the User can double click on the relevant ballot box in the data gird and the receipt will be registered a time/ date stamp is populated in the Date/Time Received column: Barcode scanning receipt the User can use a hand-held barcode scanner to register receipt of boxes. 22
NOTE: To utilise the barcode scanning, the User must have created the Ballot Box labels from within Elector8. The majority of the columns within the data grid can be updated by double-clicking, allowing the User to manually enter figures. Some columns have drop-down options, to assist the User e.g. Driver Collecting. Data provided within the Ballot Paper Accounts can also be added here the system will automatically calculate % figures e.g. % of Ordinaries issued. All seals confirmed as intact column allows the User to tick the box and indicate that seals were intact upon arrival: Marked register &n CNL received column allows the User to tick the box and indicate that they were received, along with the ballot box(es). The User can choose to enter as much or as little information here, as they choose. 23
There are a number of Right Click options: Update selected rows as Marked Reg & CNL received with seals intact allows the User to select one or many and tick boxes in 2 columns within the data grid Clear selected rows as Marked Reg & CNL received allows the User to select one or many and untick the boxes in the 2 columns within the data grid Apply ballot box seals starting from allows the User to automatically populate the Seal Number column, based on the range entered by the User: This will automatically apply the seal numbers, in sequence, within the data grid: Clear all ballot box seals allows the User to clear the column 24
Clear receipt times for selected records allows the User to select one or many and delete the time /date stamp in the Date/ Time received column: Download Particip8 data for all ballot boxes allows the User to download data for All ballot boxes Download Particip8 data for selected ballot boxes allows the User to download data for selected ballot boxes Upload Polling Station data to Particip8 allows the User to upload Polling Station data Delete Polling Station data to Particip8 allows the User to delete Polling Station data Export allows the User to export the data grid as a.csv file 25
ElectorCount Results ElectorCount Results is a Count Display website, providing Candidates and Observers with relevant, timely and accurate information, as the Count progresses. It is an optional product that you can add to your licensing arrangements and integrates with Elector8 or can act as a standalone product. If you wish to add this product to your bundle, please contact your Sales Manager for more information. NOTE: When ElectorCount Results is running, the information is cached on the local machine so that if the internet connection fails, the display will keep on running (albeit updates will not be possible until the internet connection is restored). The core data of the Election taking place and the Candidates standing, are uploaded prior to the Count. During the Count, information is updated with the Ballot Box Receipts and Results, so that information can be displayed to the Observers in real-time. Preparation Wizards> ElectorCount Results Wizard In preparation for using ElectorCount Results, the User must create the data extracts that will be uploaded into ElectorCount Results. Upon starting the Wizard for the first time, the User must select Extract data 26
The User must select the Election from the drop-down and click Refresh. The data grid will then be populated. There are 2 tabs: Election tab: Election data - this contains all of the data relating to the selected Election Candidate data - this contains all of the data relating to the Candidates for the selected Election The User must Right Click, to export the data, selecting All rows The User will be prompted to save the Extract, within the Elector8 folder structure Candidate tab: The User must Right Click, to export the data, selecting All rows 27
The User will be prompted to save the Extract, within the Elector8 folder structure. 28
The ElectorCountResults Website The Count>Elector Count Results This allows the User to manage and display information relating to the Count results at the count venue, in real-time, via a website linked to Elector8 www.electorcount.co.uk The website is hosted by Democracy Counts and requires no involvement from the Users IT department. Democracy Counts will provide the User with a Username and Password. The User will then be presented with a screen where they can manage, amend and view web pages that have been set up. The main menu options/ functions are listed on the left-hand side of the screen: Site Setup Manage Election Slide Show Setup 29
Site Setup Site Setup has a number of drop down options: Personalising the Count Display Manage Site Branding allows the User to import a logo The Authority and RO data fields will be pre-populated and can be amended, by overtyping. The User must click Save to save any amendments made. 30
Import Election Data allows the User to import the Election data extract created when using the ElectorCount Results Wizard from Elector8. The User can browse the network, to find the extract: The User can then click Upload CVS File. Import Candidate Data - allows the User to import the Candidate data extract created when using the ElectorCount Results Wizard. The User can browse the network, to find the extract: The User can then click Upload CVS File. View Party Details allows the User to view and manage Party details name, descriptor and logos. You may set your party colours, which will be used later to colour in various displays with political significance. 31
IMPORTANT: Democracy Counts are responsible for uploading and refreshing Party Details for the EC please contact Support is the following message appears: This will show the User the Date/Time of the last update. Democracy Counts will do this regularly but if the User feels it is out of date, please contact Support immediately. 32
Importing Shape Files Import Shape Files allows the User to import shape files to determine the Authority boundaries. These are used on the Count display slides to make them more relevant and interesting. The User must begin by Importing the shape files, by browsing their network and selecting the relevant file(s). Once uploaded, the User must map the relevant Polling Districts, by selecting then from the drop-down: Once completed for all Polling Districts, the User must click Save. 33
Managing Reasons for Ballot Paper Rejection Manage Rejection Reasons allows the User to select the Election type and specify the Rejection Reasons. These are used later on the Declaration of Result and in various reconciliation screens. Add Rejection Reason allows the User to add a reason: Previously added reasons will be displayed and can be deleted or edited accordingly. 34
Manage Elections Manage Elections has a number of drop-down options: Election Detail allows the User to update votes received as part of the Count, providing a summary view: By clicking Edit, the User can enter the relevant information: 35
The Is Returned is very significant as this is the trigger to show the results on the main displays. Information can be safely entered and saved and will not be displayed until this box is ticked and saved. The results for the electoral areas can be entered with previous and present turnout figures (which where populated, will trigger a comparison graph in the main display). Manage Electoral Area allows the User to view the details of the areas that have been imported in the Election data file - the User can edit names, add and delete. NOTE: If errors are found, Democracy Counts recommended that the User corrects the data in Elector8 and re-imports the Election data. Manage Candidate Details allows the User to view the detail the Candidates that were imported in the Candidate data file the User can edit or add, as required: Edit: opens up a separate screen, where information can be added/ amended. 36
The User can record the number of votes received and whether or not the Candidate has been elected. NOTE: The Elected tick box works in conjunction with the Is returned tick box on the Election Details screen. This means the Candidates can all be updated safely without affecting the main display and only when the Election is returned are the candidate results updated and displayed. 37
Ballot Box Receipts Ballot Box Receipts allows the User to view the details of the ballot boxes that exist for each election. This information is loaded within the Election data file. The receipt can either be used using the display or a wireless barcode reader (blipper) so that when ballot boxes labels are scanned (which have been produced in Elector8), these can be automatically read and the count display updated with the receipt in real-time The User can track progress, recording the time received and whether or not verification had been completed. The Ballot Box information can be edited by clicking on the Edit icon : The User can add the date/ time the box was received. The User can tick if Verification Complete is completed. 38
Managing Ballot Boxes The User can also update the Ballot Box information/status by highlighting in the list and using the buttons at the top of the screen. You may for example add Postal Vote Ballot Boxes that are created during your postal vote verification process so that your verification totals reconciliation is complete and accurate: Once the User clicks Save, the Ballot Box Receipting slide will be displayed (if selected in the slide show), showing Observers the boxes received and those still outstanding. NOTE: The User will need to enter this screen throughout the Count, to update information and subsequently the slideshow. Ballot Paper Accounts Ballot Paper Accounts allows the User to enter Ballot Paper Account data, as received into the Count venue: The User must manually add the data to the relevant column: NOTE: Once Entrusted, Issues and Spoilt figures are entered, the system will automatically calculate the Unused figure. 39
Update Ballot Paper Accounts updates the slideshow, to ensure real-time data is displayed. NOTE: The User will need to enter this screen throughout the Count, to update information and subsequently the slideshow. Users of Particip8 who have used their tablets for Polling Station Management can receive this information in real-time which avoids the need to rekey it. Postal Ballot Paper Account Postal Ballot Paper Account allows the User to enter Postal Ballot Paper Account data collected as part of your postal vote verification totals: Update Postal Ballot Paper Accounts updates the slideshow, to ensure real-time data is displayed. NOTE: The User will need to enter this screen throughout the Count, to update information and subsequently the slideshow. Verification Totals allows the User to add the Box count and view any difference. 40
NOTE: The BPA figure will automatically be populated in this screen, once the Ballot Paper Account details have been added in the Ballot Paper Accounts screen. Update Verification Totals updates the slideshow, to ensure real-time data is displayed. NOTE: The User will need to enter this screen throughout the Count, to update information and subsequently the slideshow. 41
Rejected Ballot Papers Rejected Ballots allows the User to enter the total papers rejected, by area, by reason: Update Rejected Ballots updates the slideshow, to ensure real-time data is displayed. The options available for reasons, are set up in Site Setup> Manage Rejection Reasons. NOTE: The User will need to enter this screen throughout the Count, to update information and subsequently the slideshow. 42
Producing Your Election Results Election Results allows the User to update election results: Update Votes updates the slideshow, to ensure real-time data is displayed. Data Extract allows the User to create a data extract from the screen. NOTE: The User will need to enter this screen throughout the Count, to update information and subsequently the slideshow. Manage Mini-Counts allows the User to select specific Polling Districts and filter results: Reports allows the User to generate reports, based on Count data that has been entered: 43
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Slide Show Setup This screen allows the User to configure and design the slide show content. Clicking Map next to the chosen page, will place the page into the List of Mapped Pages : Slide details can then be edited or deleted: Page Interval allows the User to specify for how many SECONDS the slide will be displayed, as part of the rolling slideshow. No cycles allows the User to determine for how many cycles the slide is displayed (this will only be populated where this is a setting option for the slide) Chart Type allows the User to select the chart type displayed on the slide (this will only be populated where this is a setting option for the slide) Display Chart allows the User to display data in a chart (this will only be populated where this is a setting option for the slide) 45
Display Table allows the User to display data on a table (this will only be populated where this is a setting option for the slide) Election/ Electoral Area specifies which is being used to populate the slide Enabled signifies if the system will display this type of slide in the slide show Show if Returned informs the User whether or not the slide will only be show if the Count has been returned. The User can view all of the selected slides and change the sequence/ order, by using the arrows in the Position column, to move as required. View Slide Show allows the User to view the slide show and check that it presents the information in the order specified the User can use the Edit icon to adjust the Page Interval. This also allows the User to start the Slide Show, once it has been set to the Users specification. NOTE: The User will need to ensure that the necessary projection equipment is available at the Count Venue. 46
Particip8 For Polling Stations Users of Particip8 can use the tablets to assist with Polling Station management. The User will already have access to Particip8 please contact Support if you need any assistance www.participat8.co.uk Loading Data into Particip8 Data is loaded by the User, via the Particip8 Management Portal (please contact Support for information regarding Username and Password details). Particip8 Polling data can be loaded in 2 way: 1) Via the The Count > Ballot Box Receipt>Right click: 2) Uploading 3 spreadsheets into Particip8 using the Particip8 Portal (Polling> Upload) for Non-Elector8 Users. 47
These files have a documented layout for non-elector8 Users please contact Support for more information. 48
Using Particip8 at the Polling Station Each individual Polling Station User will require a Username and Password, which can be set up by the User (please contact Support for assistance). The User will be presented with the Home Screen, with 5 menu options: Canvassers Polling The Count Reload Log Out Polling: The Polling tab enables the User to access the Polling Management screens. This is used to support elements related to Polling Day such as: Marking of the register Assigning ballot papers to electors Enabling Polling Station Inspectors to carry out Polling Station Inspections on Polling Day Track Ballot Boxes on their journey back to the Count Venue from a Polling Place. 49
The Polling Station User must begin by selecting Polling from the menu at the top of the screen. They will then be presented with the Election details and must click the grey arrow to proceed. The next screen displays a list of all the Polling Stations for the selected Election. The Polling Station User must select their Polling Station from the list and click the grey arrow to proceed to the next screen. There are a number of options within the screen: Open Polling Station allows the Polling Station User to mark the Polling Station as open by sending the date/time and location of the Polling Station to Elector8, so that the station will be displayed as open on a map within Electror8 (Polling>Polling Station Status) 50
Mark Register allows the Polling Station User initiate an Elector search by entering a name, roll number or address OR simply scrolling down the list. The User must click on the selected Elector The User must confirm the Elector s identity, by selecting from the drop-down: 51
Once selected, the Polling Station User click Mark Register. The User will then be returned to the list of Electors, and the Elector just marked will no longer be on the list. Ballot Paper Accounts allows the Polling Station User to complete the Ballot Paper Account: Edit Paper Totals allows the User to edit the number of papers issued to the Polling Station, as listed. To enter data, the User must click in each box and type in a number: Ordinary Issues Ordinary Spoilt Tendered Issues Tendered Spoilt Submit allows the Polling Station User to submit the BPA. Polling Station Inspection allows the Polling Station User to records a Polling Station Inspection (they can complete multiple inspections, at different Polling Stations). 52
Patricip8 contains a default report which can be viewed in Polling> Polling Inspection Reports: The User can create their own report by clicking Add New Report. 53
Report an Issue allows the Polling Station User to report an issue By clicking Submit the issue will be time/date stamped. Corresponding Numbers this allows the Polling Station User to update the CNL. The Polling Station User can: Assign Mark as Spoil Issue a Tendered NOTE: The screen will only display Electors who have first been Marked on the Register. 54
Postal Votes Handed In allows the Polling Station User to record the number of Postal Voted handed in: Enable Tracking Mode allows the Polling Station User to switch on tracking, if the tablet is being returned with the Ballot Boxes, providing tracking data. 55
Viewing Polling Station Data Particip8 Management Portal> Dashboard> Polling tab This allows the User to have a complete view of all Polling Station activity: The User can select the Election, from the drop-down. The User can select a specific Polling District and Station, from the drop-down The User can select a specific action from the drop-down The dashboard automatically refreshes every 30 seconds. If any new communications are submitted by Polling Station Users, a red notification is shown at the top of the screen. 56
My Communication at the bottom of the Polling Dashboard the User may reply / Edit a communication to the Polling Stations. NOTE: Such communications will appear in the News Page of the tablet and will be visible to all Users, so the advice/ information can be shared. Elector8 Users will want to import the data back to Elector8 in real-time using The Count > Ballot Box Receipts > Right Click > Import Data from Particip8. This will allow the User to see information in real-time or use the Data Mining functionality in Planning & Reporting > Data Mining > Selecting Voting History for more granular information on who has voted. 57
Particip8 Reports Polling>Reports The User can access a number of reports: NOTE: The User is limited to the reports they can access and run in the Particip8 Portal more reports (including those in the Portal), can be accessed in Elector8 via Planning & Reporting> Manage Reports. 58
Elected Members Elections>Elected Members This screen allows the User to add, edit and delete Elected Members. Add will give the User the option to copy details from a Candidate minimising data entry: If No, the User will be given the option to select an Elector from the register: If No to both options, the User must enter all details, manually. 59
There is one Right Click option: Send Communication invokes the Bulk Send Wizard. NOTE: The Elected Members entered here, will populate data in Elector Details Screen> Places tab> Elected Members. 60
Election Accounts Elections>Election Accounts This screen allows the User to manage all aspects of Election Accounts. NOTE: All payments must be finalised and ready to pay they will populate the fields in this screen, once the payments are made. Each time the User enters the screen, the system will display a progress bar, informing the User that data is being updated. The User must select the Election from the drop-down. The User can enter and update data in all/ any of the required forms. Create Spreadsheet allows the User to create a spreadsheet and print in an Excel format, populated with payments. 61