Processes

How does using TallyJ affect the election process?

Before the Election Day

• A list of voters should be prepared. For version 1, see Community File should be prepared.

• Computers have to be found and prepared for use in the election

• At least one teller needs to become familiar with using TallyJ

As people arrive

• The Registration page can be used to record who is voting. If you want to use the Announcer Module, then the Registration page should be used. If not, then it is optional, but can still improve the recording of ballots sources.

• For version 1, only a single computer can be used for the Registration process, since it must have exclusive access to the Community File.

• If the mailed in and dropped off ballots are to be shown by the Announcer, they need to be recorded on the Registration page as well.

  • As each of these ballots is received, or the mailed envelope is opened, an "envelope number" is generated by the Registration page. This number should be used to identify that ballot until it is deposited into the ballot box. A simple way to do this is to write the number onto a small Post-It note, and affix the sticky note onto the ballot. The ballot can then be added to the collection of such ballots. Later, the voter's name will be displayed by the Announcer, along with the envelope number that was assigned. At that time, the envelope can be retrieved, the sticky note removed, and the envelope deposited into the ballot box.

As people vote

• TallyJ does not affect this part of the process.

• However, people may need to be reminded to record their votes onto a single sheet of paper, and to NOT separate the individual votes. Paper-based tallying processes often did cut the ballot to separate each of the votes, but for TallyJ, this must not be done. In fact, if it is done, tellers need to tape those votes back together when they open the envelope, to form a single ballot paper.

As tellers count the ballots

• If the Registration page was used, then the count of the number of ballots dropped off, mailed in, and voting in person is known immediately. The ballots can then be counted, and the totals verified.

• If the Registration page was not used, then a manual count and reconciliation to voters lists must be done.

As tellers tally the votes

• This is where TallyJ has the most impact.

• Each ballot is entered into a computer using the Ballots page of the core TallyJ app.

  • As the ballot is entered, a ballot ID is generated by TallyJ, and is written onto the paper ballot. This establishes a permanent link between the electronic and paper ballot. This is usually done in the corner of the ballot paper using a red pen.

  • Tellers attempt to completely record what they find on the paper ballot into TallyJ.

    • If there are too many names, that is recorded.

    • If a vote is spoiled, that is recorded. The reason why it is spoiled is also entered.

    • If there are too few names, the ones on the paper are entered, but the system records it as a spoiled ballot.

    • If there are duplicated names, the names are entered as found on the paper, and the system identifies the duplicates, and marks the ballot as spoiled.

• If names need to be added to or removed from the Community File during this time, that can be done on any of the computers that share the Community File. Once saved, tellers at the other computers should reload the new Community File by clicking the "Refresh" button in the top corner of the application.

After the ballots are recorded

• The Review page is used to review the results. The system will help to identify ties and close counts. If a tie is detected, the names of those in the Tie will be shown, along with a place to record the number of votes received in the tie-breaking election.

• Once the chief teller has reviewed and confirmed the results, they can be "Approved for Reporting"

• The Reports page can then be used to view and/or print the final report, and a number of other useful reports.

When the results are announced

• If the optional Reporter module is used, then the results approved by the chief teller can then be projected onto a screen for everyone to see.

When a recount is required

• If it is determined that a recount of the votes is required, such as when there is only 1 or 2 votes difference between two people that could affect which of them was elected, then an effective approach would be to print out the "All Ballots Cast by Id" report. Tellers can then cross-check the print-out with the paper ballots and search for any discrepancies. If a mistake in entering a ballot is found, then the electronic version can be updated, and the reports re-generated.

When a tie-break is needed

• If the tie-break is between just two people, it is likely more effective to manually count the number of votes received by each person. Those totals can then be recorded on the "Review" page and will be used by the final reports.

• If the tie-break is between a number of people, then a new copy of the Community list and a new Election file can be made and used to tally that election. Once completed, the original files can be reloaded and the results entered so that reports can be crated.

When the ballots are archived

• Following the conclusion of the election, the paper ballots are typically archived for a year.

• The TallyJ Election File should also be archived.

  • The Election File is a standalone record of the results of the election. However, to more easily facilitate possible review, a full copy of the entire TallyJ folder, along with the Community File should be made. This would allow a reviewer to run the application and generate additional reports if desired.