The Institute of Certified Public Secretaries of Kenya (hereinafter referred to as “ICPSK”) has continued to pursue its strategic agenda of leveraging on technology to give better, efficient and effective service to all members of the Institute and stakeholders. It is for this reason that ICPSK wishes to implement an secure online platform to conduct the annual election of council members.

SavvyAfrica Ltd is a Kenyan company developing and implementing advanced web solutions. It was registered in 2007 and began operation in 2009. We are providers of ICT-based solutions that enhance operations, communications and collaboration.

Our Solution Include; Content Management Systems Domain Registrations, hosting and email management Web Based Applications on PHP/MySQL Mobiles Websites/ Applications ICT Training: Website Development Bulk SMS Solutions Vertical Solutions for Real Estate, Hospitals Hotels, Auto

dealers & and Professional membership organizations

A World of Solutions

We have the technical and professional competence to develop and support a credible, secure platform to conduct online voting. Our company has implemented complex web based systems; for example we have successfully implements online CPD , online Financial Information system and website for ICPSK a project which involved integrating with the internal accounting system and migration of data from different platforms and databases. We have also developed specialized software for real estate companies, Auto dealers and online Invoicing and payment processing applications for several SMEs.

The e-voting system to be discussed makes up a relatively small part of the wholeelection process. From a technical viewpoint the elections are made up of the following components:

Calling of elections,

Registration of candidates,

Preparation of polling list,

Voting (a subset of which is e-voting),

Counting/ tallying of votes.

The online e-voting system is made up of:

Voter database

Candidates

System administrators and auditors.

Voting software

Internet connectivity

Server infrastructure

Request login token

Receive token if email is in database

Simple but secure authentication system

Requires emails to be verified from the admin

Token is generated by requesting token on the login page

A unique token is generated for each login/voting session

Login attempts are limited per duration of time

View Contested Position

View candidate profiles

Cast the ballot

Client-Side validation will ensure voters cast ballots correctly to eliminate spoilt votes(i.e. limit no of candidates per slot)

Can continue accessing the system after voting but will not be able to vote

Voting closes automatic on the predefined date.

Date and time of voting recorded

Voting IP address recorded

Login and edit profile

Edit Candidate name, profile, campaign title, campaign slogan, brief profile, detailed profile

Upload profile photo

Add campaign unlimited documents per candidate

Can perform the same functions as voter

The technical components of the system Hosting Platform on Linux with Apache HTTP

Server. PHP 5.3.27 / MySQL 5.5.40 Processor:2x Intel® Xeon™ Processor E5-2630 v2

6C / 2.6GHz or equivalent 1 GB storage minimum 12 GB RAM Bandwidth: 15MBPS DEDICATED This way the whole e-voting solution will be

online based. It will require customer’s registration and login. A MySQL database is used to store and retrieve election data

Home Configure election Dates Display key election datesPositions Add contested Position Configure position, slots

available Edit if necessary Unlimited positions

Manage Candidates Add Candidate Edit Candidate name,

profile, campaign title, campaign slogan, brief profile, detailed profile

Upload profile photo Add campaign unlimited

documents per candidate Unlimited candidates

Manage voterso Update voter emailo Send voters’ token

from the administration panel (Admin cannot see the token)

o Update on whether a voter is eligible to vote or not

o View live resultso Tally manual votes to the system if

availableo Generate PDF report for the election

when the voting closes

The system can be accessed from A laptop Computer, Tablet or Smart Phone with sufficiently sized screens

The accessing device must have reliable internet connection.

The accessing device must be equipped with a modern web browser support of JavaScript and HTML page rendering.

We are proposing to use proven software that is currently used by several organization. The E-voting Software has gone through following six phases in every Software development life cycle model:

Requirement gathering and analysis Design Implementation or coding Testing Deployment MaintenanceThe software requires to be customized for ICPSK

It is expected that the user should be able to vote easily online.

Voters and administration pages are user friendly.

A tutorial will be provided for the users and they shall be required to read the guidelines before accessing the e-voting system

Any features requiring internet access shouldn’t take longer than 30-40 seconds.

The system should give feedback to the user with a Fail or Success message

This is online application and there might be many users accessing the resources online

concurrently. Our implementation guarantees reliability and is designed for a concurrent load of upto 1000 users

The system is built to be highly secure and unquestionable integrity. Information from the client to the server will be encrypted and as such Hypertext Transfer Protocol Secure (HTTPS) will be used for secure communication between the system components

For integrity purposed the client is advised to appoint an external systems auditor who shall have and independent view of the systems and process.

All data in the systems shall be replicated in a secure autonomous platform to which the auditor shall have a read only access. The auditor is expected to monitor the entire process and submit and independent evaluation.

Ideally it should be a qualified, respectable audit firm or individual.

Our approach to quality assurance involves the following steps,

Researching and benchmarking to set high standard in terms of aesthetic design, functionality and use of the latest technologies

Iteratively debugging the site with the client incorporating the client input to ensure the final product portrays the desired corporate image

Performing standard tests to assure the website is accessible cross platform/ cross device

Performing a dry run/mock election, in good time before the election proper to resolve any arising unforeseen issues.

Service Level Agreement: We intend to achieve the highest level of user satisfaction. Our Draft SLA incorporates service management and service measurement mechanism. We will use open communication channels that include email phone and direct to ensure there is free flow of information between the service provider and customer.

Rating And Comments: We shall establish a rating and comments mechanism to receive comments and feedback on the system in case the user succeeds or fails to execute the voting action

Helpdesk: A user support help desk will be set up during the entire voting period and assistance will be given to the customer in case they have challenges. Communication channels outlined above will be used

We shall ensure professionalism to minimize such occurrences

Its possible that disputes may arise in this process

We shall retain information that may be used in such cases

Our company will be available in such cases and we shall provide the resources and expertise that may be required to resolve conflicts.

Every voter shall receive an PDF copy of their own ballot via email instantly upon voting. This shall be used in the worst case scenario

No Task Description Proposed

Dates

Actual

Dates

1 System Presentation and

Proposal

System Presentation and Proposal of the Evoting Process

2 Demo / Test Drive with

Council Members

A Mock Election to prove the viability of a online voting

process and to identify ICPSK use cases and scenarios

3 Modification / Customization Modification of the software to fit ICPSK use cases and

scenarios.

4 Calling of elections Announcement of elections and election dates through the

institute communication channels

5 Registration of candidates Contestants are Qualified and registered. They also submit

theire profiles/ promotional materials to be uploaded into

the system

6 Preparation of polling list Compilation of a valid voter database in EXCEL and MySQL

format

7 Voting (a subset of which is

e-voting),

Send the E-voting Link, Instructions and secure access

tokens. Actual voting takes place

8 Counting/ tallying of votes. Counting/ tallying of votes and Announcement of results

9 Evaluation Internal/ External Evaluation of the process for future

improvement

http://demo.savvyafrica.com/votemaster

Visit and request for token

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ICPSK- Website

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Summit House 4th Floor, Rm 402 P.O Box 5188-00200 Nairobi, Kenya

Tel: 0720-152151,0771-211102

Email: info@savvyafrica.com

Website: www.savvyafrica.com