1. Deployment SVRS Conference for Wisconsin County Clerks May 4, 2005 – May 5, 2005

2. 5/4/05 and 5/5/05SVRS Conference for Wisconsin County Clerks2 Today, we’ll discuss the deployment approach, including timeframes and preparing for deployment… ■Our objective for this session is to explain the key concepts of the SVRS deployment. With that, we will discuss detailed deployment activities and schedule. ■The information will set the context for the remainder of today’s discussions in the various break-out sessions. ■Topics for Discussion: –Refresher on Key Concepts –High-Level Deployment Activities Concept and Detailed Deployment Activities –Deployment Sequence and Schedule –Question and Answer Session

3. 5/4/05 and 5/5/05SVRS Conference for Wisconsin County Clerks3 When we’ve spoken before, we discussed key concepts around the deployment of SVRS… –Activities Specific to and Tailored to Each Group –SVRS Transition Team –Go-Live Support –Partnership Implementation GroupsPhased Deployment Activities Staggered Go-Live SequenceOther Key Concepts

4. 5/4/05 and 5/5/05SVRS Conference for Wisconsin County Clerks4 Previously, we’ve also discussed the concept of detailed activities that will be conducted in your group... This graphic is “generic” for all Groups. Your SVRS Specialist will work with you and your municipal clerks to schedule and conduct these activities.

5. 5/4/05 and 5/5/05SVRS Conference for Wisconsin County Clerks5 The deployment activities fall into various categories, which prepare you to begin using the new system… ■Start-Up Activities ■Implementation Preparation Activities ■MOU Activities ■Process Design Activities ■Change Management/Communication Activities ■Training Activities ■Technical Set-Up and Conversion Activities

6. 5/4/05 and 5/5/05SVRS Conference for Wisconsin County Clerks6 Start-Up Activities include… ActivityResponsible Party (1) Timeframe (2) Work with county clerks to identify key contacts in groupSVRS Specialist*- 3 to 4 months Hold the initial group planning meeting –Determine when/where to have group kick-off –Determine approach to scheduling/inviting clerks to kick-off –Determine areas where generic deployment activities can be “customized” to specific group –Discuss process-related issues and plan accordingly –Discuss communications-related issues and plan accordingly SVRS Specialist* County Clerks Key Contacts - 3 to 4 months Make initial contacts with all contacts/clerksSVRS Specialist*- 3 to 4 months Set-up standing calls/meetings with group leadership (county clerks and key contacts) SVRS Specialist*- 3 to 4 months (1)The lead responsible party is indicated by the “*” symbol. Other parties play a supporting role. (2)“- 3 to 4 Months” equates to 3 or 4 months prior to the go-live date.

7. 5/4/05 and 5/5/05SVRS Conference for Wisconsin County Clerks7 Implementation Preparation Activities include… ActivityResponsible Party (1) Timeframe (2) Hold group kick-off meetingSVRS Specialist* County Clerk Key Contacts - 3 to 4 months Identify and confirm partnershipsSVRS Specialist County Clerk - 3 months Identify and resolve group implementation issuesSVRS SpecialistOn-Going Report weekly status to SVRS TeamSVRS SpecialistOn-Going Prepare contingency plansSVRS Specialist- 1 month Conduct readiness assessment and review with county clerks and key contacts SVRS Specialist- 0 to 1 month Plan group’s go-live support (including logistics)SVRS Specialist- 0 to 1 month Initiate the Go-LiveSVRS SpecialistGo-Live Date Conduct post go-live surveySVRS Specialist+ 30 days Conduct final review/assessment of implementation success SVRS Specialist+ 30 days Hold post go-live meeting and conduct follow-upSVRS Specialist+ 45 days (1)The lead responsible party is indicated by the “*” symbol. Other parties play a supporting role. (2)“- 3 to 4 Months” equates to 3 or 4 months prior to the go-live date.

8. 5/4/05 and 5/5/05SVRS Conference for Wisconsin County Clerks8 MOU Activities include… ActivityResponsible Party (1) Timeframe (2) Identify and confirm partnershipsSVRS Specialist County Clerk - 3 to 4 months Distribute MOU template documents and instructionsSVRS Specialist- 3 to 4 months Hold Process Overview and Roles/Responsibilities Workshop –Review needed process decisions with group (specifically Provider/Relier) –Review Roles and Responsibilities SVRS Specialist* County Clerk - 3 months Work with Providers to facilitate MOU signing –Regular follow-up with providers to check status –Set date for completion with providers –Gather signed MOUs SVRS Specialist- 3 months Work with Self-Providers to facilitate MOU signing –Regular follow-up with self-providers to check status –Set date for completion with self-providers –Gather signed MOUs SVRS Specialist- 3 months Complete all group MOUsSVRS Specialist- 1 month Conduct tracking of MOUsSVRS SpecialistOn-Going (1)The lead responsible party is indicated by the “*” symbol. Other parties play a supporting role. (2)Based on an X plus or X minus date, where X = the go-live date. “- 3 to 4 Months” equates to 3 or 4 months prior to the go-live date.

9. 5/4/05 and 5/5/05SVRS Conference for Wisconsin County Clerks9 Process Design Activities include… ActivityResponsible Party (1) Timeframe (2) Hold process review planning meeting with county clerks and key contacts –Review approach –Identify location(s) –Identify participants SVRS Specialist* County Clerk Key Contacts - 3 to 4 months Hold Process Overview and Roles/Responsibilities Workshop –Review needed process decisions with group (specifically Provider/Relier) –Review Roles and Responsibilities SVRS Specialist* County Clerk - 3 months Assist Provider/Relier partnerships in making key decisions SVRS Specialist- 2 to 3 months Identify and define group parallel processesSVRS Specialist* County Clerk Key Contacts - 1 to 2 months Hold planning session for process training sessionSVRS Specialist* County Clerk Key Contacts - 2 months Conduct process training sessionsSVRS Specialist- 1 month (1)The lead responsible party is indicated by the “*” symbol. Other parties play a supporting role. (2)“- 3 to 4 Months” equates to 3 or 4 months prior to the go-live date.

10. 5/4/05 and 5/5/05SVRS Conference for Wisconsin County Clerks10 Change Management/Communication Activities include… ActivityResponsible Party (1) Timeframe (2) Hold change management and communication planning meeting with county clerks and key contacts –Review approach and planned communications –Identify other needed communications SVRS Specialist* County Clerk Key Contacts - 3 to 4 months Develop a group-specific outreach planSVRS Specialist* County Clerk Key Contacts - 3 to 4 months Hold group kick-off meetingSVRS Specialist* County Clerk Key Contacts - 3 to 4 months Send News Briefs to groupSVRS SpecialistAs-Needed Attend miscellaneous regional meetingsSVRS SpecialistAs-Needed Conduct group meetingsSVRS SpecialistAs-Needed (1)The lead responsible party is indicated by the “*” symbol. Other parties play a supporting role. (2)“- 3 to 4 Months” equates to 3 or 4 months prior to the go-live date.

11. 5/4/05 and 5/5/05SVRS Conference for Wisconsin County Clerks11 Training Activities include… ActivityResponsible Party (1) Timeframe (2) Hold Training overview and planning meeting with county clerks and key contacts –Review approach, logistics, etc. –Identify location(s) SVRS Specialist* County Clerk Key Contacts - 3 to 4 months Identify # of end-usersSVRS Specialist* Clerks -3 months Identify end-users for trainingSame As Above- 2 to 3 months Determine location for classesSame As Above- 2 to 3 months Schedule end-users for trainingSame As Above- 0 to 2 months Assign trainers to classesSVRS Specialist*- 0 to 2 months Coordinate training-related logisticsSVRS Specialist*- 0 to 2 months Ensure training facility is preparedSVRS Specialist*- 1 month Publish end-user training materialsSVRS Specialist*- 1 month Conduct process trainingSVRS Specialist*- 1 month Conduct application trainingSVRS TrainersGo-Live Provide end-users with usernames/passwordsSVRS Specialist*Go-Live Track training completionSVRS SpecialistAs-Needed (1)The lead responsible party is indicated by the “*” symbol. Other parties play a supporting role. (2)“- 3 to 4 Months” equates to 3 or 4 months prior to the go-live date.

12. 5/4/05 and 5/5/05SVRS Conference for Wisconsin County Clerks12 Technical Set-Up and Conversion Activities include… ActivityResponsible Party (1) Timeframe (2) Identify Electronic Conversion MunicipalitiesSVRS TeamNA Identify Manual Conversion MunicipalitiesSVRS TeamNA Initiate Conversion Activities (collection of data, conversion pulls, data clean-up, etc.) SVRS TeamNA Conduct final conversion pullsSVRS Team Municipalities - 0 to 1 month Hold technical overview web cast with local IT staffSame As Above- 3 to 4 months Conduct technical assessment and identify issuesSame As Above- 3 months Procure new pc’s and hardware (if necessary)Clerks- 3 months Provide set-up instructions to local staffSVRS Team- 1 to 2 months Identify group/municipality specific data that needs to be populated pre-go-live and during go-live (i.e., absentee ballot requests, polling locations, etc.) SVRS Specialist* Clerks - 2 to 3 months Go-LiveAllGo-Live Enter and/or check municipality specific dataSVRS Go-Live Team Clerks* Go-Live (1)The lead responsible party is indicated by the “*” symbol. Other parties play a supporting role. (2)“- 3 to 4 Months” equates to 3 or 4 months prior to the go-live date.

13. 5/4/05 and 5/5/05SVRS Conference for Wisconsin County Clerks13 Finally, a variety of statewide implementation activities will occur prior to the first go-live date… ■Conduct statewide communication activities –Newsletters, e-mails, conferences, web site, etc. –As needed communications for key events ■Conduct statewide training activities –Complete train-the-trainer –Develop and prepare training materials –Develop on-line help –Develop training tracking database ■Conduct statewide technical activities –Complete electronic conversions (staggered with go-lives) –Complete Wisconsin specific configuration and reports –Complete application testing –Complete access/security rights for groups of users –Provide statewide help desk support –Implement statewide interfaces ■Conduct statewide project management activities –Complete pilot and pilot assessment (Aug/Sept) –Conduct external reporting (On-going) –Conduct internal reporting (On-going) –Conduct roundtables/lessons learned (On-going)

14. 5/4/05 and 5/5/05SVRS Conference for Wisconsin County Clerks14 Now that we’ve established an understanding of the detailed activities that will occur, let’s discuss timing… ■Key Definitions –Sequence: A logical order for implementing the SVRS application in the 12 regional groups. The order in which groups will receive the application –Schedule: The timeframe and dates in which the SVRS deployment will occur. The schedule coordinates which counties and municipalities go-live on which date ■Both sequence and schedule have to be developed in unison, and created with the detailed activities and training/go-live in-mind ■Significant attention and consideration was paid to development of the sequence and schedule –Identify and document the factors that might affect the implementation sequence –Identify evaluative criteria and constraints that determine and impact the implementation sequence –Determine possible implementation sequence alternatives, given the implementation approach and sequence criteria –Determine “best-fit” implementation sequence

15. 5/4/05 and 5/5/05SVRS Conference for Wisconsin County Clerks15 It’s important to know that the sequence/schedule was carefully developed to reduce risk and facilitate success… ■Geographical Factors –Weather – What time of year is best for the Group to implement, due to weather concerns (ties with peak workload periods)? –Physical Proximity – What Groups can be implemented together (potentially), based on physical proximity? ■Training Factors –Voter Registration Completion – Which Groups have a large number of users who have not previously had voter registration, therefore requiring additional voter registration-related training? –Process Training – Which Groups will require additional process training, since they may have a large number of partnerships (provider/reliers)? –SVRS Application Training Sequence/Completion – How long will it take the Groups to be trained on SVRS, given the # of end-users? ■Business Factors –Peak Workload Periods – Is there a particularly bad time of year for the Group to implement due to a particularly high workload volume? –Estimated Time to Completion – Due to the size and complexity of the Group, what is the estimated implementation completion time? –Estimated Resources (FTE) Required – What FTE resources are required to implement in the Group, based on size and complexity of the Group? –Impact to Group Work – What impact might the implementation have on the Group work? ■Level of Effort Factors –# of Users – How many users are in the Group? –# of Sites – At how many sites will the end-users be stationed using the application? –Change Management Effort – How difficult will the implementation preparation activities be from a change management perspective? –Technical Change Effort – How difficult will the implementation preparation activities be from a technical perspective, including installing new software on the end-users desktops, configuring items with the client, etc.

16. 5/4/05 and 5/5/05SVRS Conference for Wisconsin County Clerks16 Developing the deployment schedule and sequence has taken considerable preparation… Training Curriculum Training Schedule Deployment Schedule Deployment Sequence Conversion Schedule What Business do Clerks need to conduct on 1/1/06 or 2/1/06 (e.g. HAVA and Elections) Key Deployment Concepts Detailed Deployment Activities (Repeat 12X) Training Approach/Plan Key Deployment Details Help Desk On-Site vs. telephone support Doing go-live by type of provider (PR Vs. SP) Decision Point Can the training schedule and deployment schedule be realized due to technical preparedness? Checkpoint of other project activities Note What functionality is in use? What functionality is available?

17. 5/4/05 and 5/5/05SVRS Conference for Wisconsin County Clerks17 The SVRS deployment activities begins today; the first group to go-live is Group 9 (Dane County) as a pilot… GroupGo-Live DateStart DateTraining Date SEBAugustMayAugust 9 (PILOT)August May August 8September May / June August / September 1September May / June August / September 2October June September/October 4October June September/October 3 October June October 6 & 7 November May / June November 10 November July November 11 December July November / December 5 December July November / December 12December July/August December

18. 5/4/05 and 5/5/05SVRS Conference for Wisconsin County Clerks18 ■Today: Begin understanding the go-live and deployment approach –Breakout sessions ■Training ■MOU ■Technical ■Conversion ■Meeting with your SVRS Specialist ■MOUs and Partnerships –After today and your session on MOUs, we ask that you review your status of completing MOUs –Share the status of your MOUs with your SVRS Specialist –Begin pursuing signing of the MOUs ■Other –Think about where we can train in your area (conference rooms?) –Identify who a few of the key contacts are from your county’s municipalities –Work with your SVRS Specialist to set-up kick-off meetings, and planning sessions, etc. What should you do to prepare?

19. 5/4/05 and 5/5/05SVRS Conference for Wisconsin County Clerks19 Any Questions?

20. 5/4/05 and 5/5/05SVRS Conference for Wisconsin County Clerks20 Reminder: Group Approach to Go-Live ■The #’s are for reference only. ■The #’s do not represent any specific order for go-live.

21. 5/4/05 and 5/5/05SVRS Conference for Wisconsin County Clerks21 Reminder: Your SVRS Specialist will walk you through the go- live preparation activities, and you’ll hear more from them today… GroupLeadCountiesGeographic Area 1Steve PickettAshland, Barron, Bayfield, Burnett, Chippewa, Douglas, Dunn, Eau Claire, Iron, Pierce, Polk, Price, Rusk, Sawyer, St. Croix, Taylor, Washburn Northwest 2Beth AvnerClark, Florence, Forest, Langlade, Lincoln, Marathon, Marinette, Menominee, Oconto, Oneida, Portage, Shawano, Vilas, Wood Northeast 3Steve PickettBrown, Calumet, Door, Fond du Lac, Kewaunee, Manitowoc, Outagamie, Waupaca, Winnebago East 4Reid PedersonDodge, Jefferson, Sheboygan, WashingtonEast 5Reid PedersonOzaukee, WaukeshaEast 6Darlene IglMilwaukeeEast 7Darlene IglMilwaukeeEast 8Beth AvnerKenosha, Racine, WalworthSoutheast 9Steve HolmgrenDane, including SEBCentral 10Dana SimonsGrant, Green, Iowa, Lafayette, Richland, Rock, SaukSouthwest 11Steve HolmgrenAdams, Columbia, Green Lake, Juneau, Marquette, Waushara Central 12Dana SimonsBuffalo, Crawford, Jackson, La Crosse, Monroe, Pepin, Trempealeau, Vernon West

22. 5/4/05 and 5/5/05SVRS Conference for Wisconsin County Clerks22 Contact Information LeadsPhone #E-Mail Beth Avner608-261-2033beth.avner@seb.state.wi.us Dana Simons608-261-2017dana.simons@seb.state.wi.us Darlene Igl608-261-2019darlene.igl@seb.state.wi.us Reid Pederson608-261-2020reid.pederson@seb.state.wi.us Steve Holmgren608-261-2015stephen.holmgren@seb.state.wi.us Steve Pickett608-261-2005steve.pickett@seb.state.wi.us ■Feel free to contact your lead…. ■You may also contact the SVRS Team.. –Barbara Hansen, Project Director –By Phone – (608) 266-0395 –By E-mail – svrs@seb.state.wi.ussvrs@seb.state.wi.us –http://elections.state.wi.us –Street Address – 201 W. Washington Ave., Madison, Wisconsin 53703 –Mailing Address - PO Box 7984, Madison, Wisconsin 53707-7984