Election Poll Worker Management Software

The Vendor is required to provide for an election poll worker management software system to streamline the management of election workers.
- This system shall be responsible for managing training, scheduling, communication, and election-day logistics, ensuring a seamless process from start to finish.
- The system shall be capable of supporting up to 15,000 active election workers per election, with scalability for future growth to tens of thousands of workers over time.
- The election poll worker management software is a critical tool for ensuring the efficient management of election workers, from training and scheduling to election-day operations.
- Responsible for delivering a scalable, secure, and user-friendly system that meets the outlined requirements, providing ongoing support, and ensuring that the county clerk’s office can effectively manage all aspects of election worker coordination.
- Training Schedule Management
•    Provide a user-friendly interface for the county clerk’s office to create and manage detailed training events with custom fields for dates, times, locations, and curriculum for each role,
•    Facilitate efficient scheduling and communication of training sessions,
•    Implement a robust tracking system for attendance and registration,
•    Empower election workers to select their preferred training sessions,
•    Generate detailed reports on registration status and attendance,
•    Automate the sending of reminders and follow-ups to ensure maximum participation via email and short message service (SMS),
•    Ensure that communication is customized based on worker role and training event,
•    Record and track attendance and curriculum completion for each participant, and
•    Provide the capability to track training attendance by specific election events.
- Election Schedule Management
•    Enable administrators to create and manage comprehensive early voting and election day schedules,
•    Implement an efficient system for tracking shift fulfillment across all voting centers,
•    Automate the sending of confirmations and reminders to election workers via email and SMS,
•    Provide a reliable method for recording attendance at each voting location,
•    Incorporate a feature to identify and track party representation at each voting center, and
•    Allow for real-time adjustments to schedules as needed.
- Sign-Up Module
•    Providing clear visibility into training options specific to assigned roles,
•    Allowing election workers to easily select and modify their training choices,
•    Enabling presiding judges to efficiently submit and manage their election clerks,
•    Implementing customizable deadlines for self-directed changes and edits; and
•    Offering a simple and intuitive process for workers to update their availability and preferences.
- Survey Module
•    An integrated survey module will be crucial for gathering important information from election workers.
•    Facilitate the creation and distribution of surveys to assess election worker availability,
•    Allow targeting of the full election worker base or specific subsets as needed,
•    Seamlessly integrate survey responses directly into the personnel scheduling system,
•    Enable the creation of customizable survey questions for different election types and purposes, and
•    Provide analytical tools to interpret survey results and inform decision-making.
- Election Worker Portal
•    Allow workers to view and edit their personal profiles with ease,
•    Provide a secure platform for document uploads related to human resources (HR) requirements,
•    Offer clear visibility into available training class options and schedules,
•    Enable workers to select and modify their course choices as needed,
•    Display comprehensive election schedules for each worker,
•    Implement a user-friendly interface that ensures easy navigation and access to all features, and
•    Provide a dashboard with at-a-glance information on upcoming events, trainings, and assignments.
- User Capacity
•    Support up to 15,000 users (election workers) per election event,
•    Provide secure individual login credentials for each user,
•    Allow for expansion to accommodate tens of thousands of users over time,
•    Maintain comprehensive historical data for all users,
•    Ensure scalability to accommodate future growth without compromising performance, and
•    Implement efficient data management practices to handle large volumes of user information.
- Voting Center Management
•    Enable efficient scheduling of election workers for specific locations,
•    Provide secure storage for critical site documents and information,
•    Facilitate easy sharing of voting center staff and contact information with relevant judges,
•    Implement a robust system for tracking equipment allocation and inventory for each voting center, and
•    Allow for real-time updates and adjustments to voting center information as needed.
- Voter Identification Confirmation (VIC)
•    Integrate a reliable application programming interface (API) to check voter registration for each election worker,
•    Ensure real-time updates and synchronization with the voter registration database,
•    Provide clear alerts for any discrepancies or issues with voter registration status, and
•    Maintain a log of all voter identification confirmations for auditing purposes.
- Communication Features
•    Integrated text and email services for efficient communication,
•    Capability to send specific and unique information to each judge automatically,
•    Customizable form fields for including details such as equipment allocation,
•    Mass communication capabilities for urgent updates and announcements, and
•    Templates for common communications to ensure consistency and save time.
- Platform and Hosting
•    Secure govcloud hosting to ensure data protection and compliance,
•    Regular maintenance, upgrades, and patches to keep the system up to date,
•    Full compliance with local, state, and federal data protection regulations,
•    Robust backup and disaster recovery procedures to safeguard against data loss, and
•    Scalable infrastructure to accommodate growing data and user needs.
- Reporting and Analytics
•    Generate detailed reports on various aspects of election management,
•    Provide customizable dashboards for real-time insights into key metrics,
•    Enable data export functionality for further analysis and integration with other tools,
•    Offer predictive analytics to help forecast needs and potential issues, and
•    Allow for the creation of custom reports to meet specific organizational requirements.
- Integration Capabilities
•    Ensure seamless integration with existing county systems, oracle, and future acquired systems,
•    Provide robust APIS for potential future integrations with other relevant platforms,
•    Support data exchange with other government agencies as required, and
•    Allow for easy import and export of data in various formats.
- Mobile Accessibility
•    A mobile-responsive design for access on various devices including smartphones and tablets,
•    Dedicated mobile apps for iOS and android platforms with core functionality,
•    Offline capabilities for certain features to ensure accessibility in areas with limited connectivity, and
•    Push notifications for important updates and reminders.
- Security Features
•    Multi-factor authentication for user access to prevent unauthorized entry,
•    End-to-end encryption for all data transmissions to protect sensitive information,
•    Regular security audits and vulnerability assessments to identify and address potential risks,
•    Role-based access controls to ensure users only have access to necessary information, and
•    Comprehensive audit trails to track all system activities and changes.
- Additional Requirements
•    A comprehensive testing plan to validate all system functionalities,
•    A detailed post-go-live support plan to address any issues that arise after implementation,
•    A thorough training plan for system users at all levels of the organization,
•    Ongoing technical support and system maintenance to ensure optimal performance, and
•    Documentation and user guides for all system features and processes.

- Contract Period/Term: 1 year
- Pre-Proposal Conference Date: September 30, 2025
- Questions/Inquires Deadline: October 02, 2025