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Post-Election Activities 5.4 Elections Reconciliation Process WisVote User Manual Page 1 of 9 Section 5.4 April 2019 5.4 Elections Reconciliation Process Both the Inspectors’ Statement and the Election Reconciliation Form have associated views. Municipal users will see a record for each reporting unit in the election. County clerks will see all reporting units in the county, grouped by municipality. There is one statement and one form for each reporting unit. Please wait to check Election Closed until after the Election Reconciliation form is completed. Entering a New Inspectors’ Statement 1. Click the Elections tile 2. Click the name of the election to open the Election Information page 3. On the top navigation menu, click the chevron to the right of the name of the election 4. Click the Inspectors’ Statements tile in the sub-navigation bar to open the Inspectors’ Statement (EL-104) Associated View page 5. Click the record Name to open the Inspectors’ Statement form MUNICIPALITY COUNTY 6. Enter the Inspectors’ Statement information in the appropriate fields

5.4 Elections Reconciliation Process Elections...Post-Election Activities 5.4 Elections Reconciliation Process WisVote User Manual Page 1 of 9 Section 5.4 April 2019 5.4 Elections

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  • Post-Election Activities 5.4 Elections Reconciliation Process

    WisVote User Manual Page 1 of 9 Section 5.4 April 2019

    5.4 Elections Reconciliation Process

    Both the Inspectors’ Statement and the Election Reconciliation Form have associated views. Municipal users will see a record for each reporting unit in the election. County clerks will see all reporting units in the county, grouped by municipality. There is one statement and one form for each reporting unit. Please wait to check Election Closed until after the Election Reconciliation form is completed. Entering a New Inspectors’ Statement 1. Click the Elections tile 2. Click the name of the election to open the Election Information page 3. On the top navigation menu, click the chevron to the right of the name of the election 4. Click the Inspectors’ Statements tile in the sub-navigation bar to open the Inspectors’ Statement

    (EL-104) Associated View page

    5. Click the record Name to open the Inspectors’ Statement form

    MUNICIPALITY COUNTY 6. Enter the Inspectors’ Statement

    information in the appropriate fields

  • Post-Election Activities 5.4 Elections Reconciliation Process

    WisVote User Manual Page 2 of 9 Section 5.4 April 2019

    Number of Votes Cast On section

    a. Paper (Hand Count): Total number of ballots counted by hand on election night and not run through a counting machine or cast on a DRE

    b. Optical Scan: Total number of ballots cast on an optical scan machine at the polling place (e.g. DS200)

    c. DRE (touch screen): Number of ballots cast on a direct recording entry (DRE) machine

    General d. Total Number of Voters: Total # of voters to cast a

    ballot (incl. Absentee and EDRs, but not Provisionals)

    e. Number of Absentee Voters: Total # of absentee ballots cast

    f. Number of Provisional Ballots: Total # of prov. ballots cast

    g. Total Number of Ballots Cast: Total # of ballots counted

    h. Total Number of EDRs: Total # of election day registrations

    7. Click Save & Close

    Complete Election Reconciliation Form 1. Click the Elections tile 2. Click the name of the election to open the Election Information page 3. On the top navigation menu, click the chevron to the right of the name of the election 4. Click the Election Reconciliation tile in the sub-navigation bar to open the associated view page

    5. Click the record Name to open the Election Reconciliation (These must be accessed at the municipality level if comments need to be entered) MUNICIPALITY COUNTY

  • Post-Election Activities 5.4 Elections Reconciliation Process

    WisVote User Manual Page 3 of 9 Section 5.4 April 2019

    The associated view will show the match status of each section. All fields are locked except for Comment fields. If all reporting unit sections list Yes, you do not need to take further action for that reporting unit record. For discrepancies, corrections must be made outside the Election Reconciliation form. 6. Review any section(s) missing a checkmark in the match box

    Note: Total Votes (Canvass) # pulls from the contest with the highest number of votes in that reporting unit; it should be equal to or less than other numbers in this section)

    7. Determine the source of the mismatched information (unchecked) and correct it within WisVote 8. If information in WisVote cannot be adjusted to correct a discrepancy, use the Comment fields

    to override the error (these comments should be valid reasons for the disparity)

    a. If the error is in the Voter Statistics or Election Day Registrations sections, enter the reason

    and click Save or Save & Close

    b. If the error is in the Absentee or Provisional Ballots sections, contact the Election Help desk for a state override

  • Post-Election Activities 5.4 Elections Reconciliation Process

    WisVote User Manual Page 4 of 9 Section 5.4 April 2019

    Continue the update/comment process until all reporting units are listed as Complete. The Election Reconciliation form will update overnight to include any data updates. If all sections match, or include a comment, the reporting unit will flip to Complete. After the reporting unit flips to Complete the Elections Closed box can be checked on the progress bar on the elections page. 9. No Election Reconciliation records found message will show in your current view; change your system

    view from Election Reconciliation Associated View to Completed Election Reconciliations View.

    Using the Comment field When a comment is required, please review the following guidance when entering information in a Comment field.

    1. A comment should be a brief explanation of source of all discrepancies in the associated section; there is a 300-character limit for the Voter and EDR Comment fields. (e.g. “1 voter number skipped” or “1 voter from ward X given ballot style for ward Y”)

    2. Do not use voter or staff names in any comments. 3. Enter a comment only when the discrepancy cannot be fixed in WisVote. 4. Do not use the Voter or EDR Comment sections to explain a discrepancy in the Provisional or

    Absentee sections; contact the WEC for a state override if those two sections cannot be balanced. 5. Do not use the comment field to submit questions to WEC staff or enter a comment in a section

    marked as matching.

  • Post-Election Activities 5.4 Elections Reconciliation Process

    WisVote User Manual Page 5 of 9 Section 5.4 April 2019

    Finding a “Missing” Absentee Participation/Ballot in WisVote If your Election Reconciliation counts are off, you can use a combination of WisVote views and Excel to find the voter(s) in need of a participation or tracked absentee. These instructions will assist in finding the correct data in WisVote and using Excel to find the missing record(s). Creating a List of Voter Participations 1. Go to the Elections tile

    2. Choose the appropriate election

    3. Click on the Poll Books tab to expand

    4. Open the appropriate poll book by clicking

    the poll book Name

    5. Once the poll book has opened, on the navigation bar next to the poll book name (ward) click the chevron

    6. Choose the Election Participation tile from the dropdown

    a. The list defaults to all participations in the poll book, you can see different participation types by choosing different views or by filtering the list directly

    b. Choose Absentee Elections Participations

    from the associated views

    Note: Ignore that the view is listed twice; either will work

  • Post-Election Activities 5.4 Elections Reconciliation Process

    WisVote User Manual Page 6 of 9 Section 5.4 April 2019

    7. Click the Export Election Participation button and select worksheet type

    a. If there are more than 50 records, choose Static worksheet… records from all pages in the current view b. If there are less than 50 records, choose Static worksheet with records from this page

    8. Click Export

    9. Open the spreadsheet if it does not open automatically; choose Yes to open, even if a file extension error message appears.

    Creating a List of Returned Absentee Ballots 1. Go to the Elections tile

    2. Choose the appropriate election

    3. Click the chevron next to the Election name

    4. Choose the Absentee Ballots tile from the dropdown

    5. Click the filter icon on the right-side

    6. Click the down arrow next to Ballot Status Reason; choose Returned from the dropdown menu

    7. Click OK (If you only have one reporting unit skip to step 9)

  • Post-Election Activities 5.4 Elections Reconciliation Process

    WisVote User Manual Page 7 of 9 Section 5.4 April 2019

    8. If you have multiple reporting units, you will need to further filter the list by ward to match the absentees to the poll book

    a. Click the dropdown next to Ward – you may need to use the bottom scroll bar and scroll right to see this column

    b. Choose Filter by Specific Ward

    c. Type your municipality name in the Search field; click the magnifying glass

    d. Place a checkmark next to each ward name

    e. Click Select; continue until all wards from the reporting unit are listed in the Selected records box

    Note: If you added a ward in error, click the ward name to highlight and click the Remove button

    f. Click Add

    9. Once you have the filtered list, click on the ellipsis (…)

    10. Choose Export Absentee Ballots and open file;

    choose Yes to open, even if a file extension error message appears.

  • Post-Election Activities 5.4 Elections Reconciliation Process

    WisVote User Manual Page 8 of 9 Section 5.4 April 2019

    11. Select worksheet type

    a. If there are more than 50 records, choose Static worksheet… records from all pages in the current view b. If there are less than 50 records, choose Static worksheet with records from this page

    12. Click Export

    13. Open the spreadsheet; if it does not open automatically; choose Yes to open, even if a file extension error message appears.

    Comparing the Spreadsheets 1. Click on one of the Excel windows to make a spreadsheet the active window (it does

    not matter which one & click Enable Editing to edit)

    2. Click on Column B header to highlight the entire column

    3. Right click, choose Insert

    4. Go to the other Excel spreadsheet

    5. Click and move the cursor over all names in Column A to highlight the names; make sure all names are highlighted

    6. Right-click on the highlighted data and choose Copy

    7. Return to the first spreadsheet with the added column

    8. Click on Column B header to highlight the entire column

    9. Right-click and choose Paste the names copied from the second spreadsheet will fill the blank column

    10. Click Column A header and drag over Column B to highlight both columns

    Note: If the names from Column A are cut off or pushing into Column B, double-click the line between the columns to autofit-column width of Column A

    ;

  • Post-Election Activities 5.4 Elections Reconciliation Process

    WisVote User Manual Page 9 of 9 Section 5.4 April 2019

    11. In the Home ribbon, click on Conditional Formatting

    a. Choose Highlight Cells Rules

    b. Choose Duplicate Values

    c. Click OK

    12. Review the list for any cells that are not highlighted

    13. Find any un-colored cells; these are your voter discrepancies

    14. Add participation to poll book or mark ballot as returned under the Absentee Ballot tile as necessary