Election Task eDate Application Services

The vendor is required to provide election task eDate application for administering elections, conducting voter education and outreach, maintaining voter registration records, and verifying petition signatures to ensure that eligible county can participate in the electoral process as voters or candidates.
- The application is accompanied by linked procedures, providing staff with clear guidance and streamlined navigation. 
1. Modernize election task management:
•    Replace the outdated eDate application with a modern, scalable, and user-friendly system that supports the efficient tracking and management of election-related tasks.
2. Improve usability and accessibility 
•    Enhance the user experience by providing intuitive navigation, clearer task visibility, and mobile accessibility for staff across departments.
3. Ensure data accuracy and integrity 
•    Implement safeguards and validation features to ensure that election tasks and timelines are accurately recorded and maintained.
4. Enhance collaboration and transparency 
•    Facilitate cross-departmental coordination by providing real-time updates, task ownership visibility, and integrated communication tools.
5. Support compliance and standardization 
•    Ensure the new system aligns with state and federal election regulations and internal procedural standards.
6. Provide scalable, long-term solutions 
•    Establish a platform that can evolve with the changing needs of the registrar of voters and accommodate future technological enhancements.
- Functional requirements
a. eDate
1. Task module
•    Function – drop down – division\department\function.
•    Sub-functions – drop down
•    Assigned to – assigned from resources
•    Statutes – free form searchable text field.
•    Task description – text field
•    Recurrence type –
o    Which election type will this task be applied to (when it’s an eDate)
o    Recurrence type:
1.    Daily (every x number of days) – eDate; annual date
2.    Weekly (every x number of weeks) - eDate; annual date
3.    Monthly (every x number of months) - eDate; annual date
4.    Yearly (every x number of years) - eDate; annual date
5.    Starting on date
6.    Due date
7.    Ending on date
o    Annual date requires a calendar view that displays by any recurrence type; requires ability to filter by date range
•    From +/- days from election day
•    To +/- days from election day
•    Task attributes (election types)
•    Task dependencies
2. Election module
•    Projects task must be related to the election type.
3. Procedure module
•    The procedure can either be pointed to a folder and file repository and pointed to the procedure file. 
•    Procedures will need the ability to group “subfunctions” together allowing procedures to be applied to each subfunctions. 
•    Ability to track updated status on each procedure. 
•    Ability to have procedures in draft mode to be submitted to review, then a super user to review and publish the document.
4. Knowledge base module
•    Knowledge base security will be identified using the 3 user roles (system admin, super user, and general user)
o    Super users will be able to activate and deactivate knowledge base articles.
o    Super users will be able to add attachments to knowledge base articles.
o    Super users will be able to review and publish knowledge base articles.
o    General users will be able to view-only and read-only.
o    Knowledge base will have statuses:
1.    Draft
2.    Approved and unapproved
3.    Schedule, expired and archived (date range)
4.    Published
b. Dashboard
•    User level view
•    Team level view
•    Organization level views
•    Calendar view
c. Reports
•    eDates assigned to:
o    User
o    Division
o    Department
•    eDates by functions and subfunctions.

- Contract Period/Term: 5 years
- Questions/Inquires Deadline: August 18, 2025