IDAHO SECRETARY OF STATE Lawerence Denney 700 West Jefferson Boise ID 83720 July 13 2018 Brian Newby Executive Director U S Election Assistance Commission 1335 East-West Highway Suite 4300 Silver Spring MD 20910 Idaho HAVA 2018 Elections Security Grant Use Plan Mr Newby According to the Consolidated Appropriations Act 2018 Public Law 115-141 the purpose of this award is to improve the administration of elections for Federal of ce including to enhance election technology and make election security improvements We acknowledge that using funds from this grant to pay for general operating expenses historically paid for with non-federal funds may not constitute an actual improvement to the administration of federal elections and may be questioned in a federal audit As such Idaho proposes the following uses all new and or non-general operating in nature for the $3 391 390 80 in combined total funds in federal grant funds plus the $161 495 state 5% required match which will be requested as a part of the FY2020 budget process based on the categories in the attached Election Budget Workbook 1 PERSONNEL a We have recently hired a communications coordinator and plan to hire an $05 Cybersecurity Policy Analyst These two new positions will be provided full state bene ts and their 2-year loaded expenses are listed under the Communications and Cyber Vulnerability columns respectively It is our intent to request these new positions in our FY2020 state budget as well allowing us the time to get state funding in place and migrate these positions to traditional state FTPs as we continue forward b In addition we will be immediately seeking to hire a project manager to oversee the implementations of the various projects under this budget including the Phone 208 334-2852 IDAHO SECRETARY OF STATE 3 13 700 West Jefferson Boise ID 83720 replacement of the state voter registration system and election management system See RFP details at our website at This item is listed under the Voting Registration System column and will likely be a contract position It will be solely for the duration of the projects estimated at 24-36 months PERSONNEL TOTAL $570 000 2 EQUIPMENT a We are reserving $150 000 for equipment acquisitions in the Voting Registration Systems category At this moment these needs have not been detailed A portion of these costs may also be allocated to subgrants to voting districts or counties where appropriate at the discretion of the Secretary EQUIPMENT TOTAL $150 000 3 SUBGRANTS voting districts counties see 2b above 4 OTH ER COSTS a We are considering approximately $100 000 in improvements in the voting systems hardware category This may be used in purchasing equipment that would provide for critical hardware redundancies or expansions of capacity We are reserving $500 000 to address the issue of Elections Audits We have begun research into the various types of audits and their best practices at this time including risk limiting audits RLAs It is estimated that approximately $1 000 000 will be applied to the state s new Voter Registration System solution i This amount will be combined with the appropriated by the Idaho State Legislature for FY2019 ii The Voter Registration System Solution RFP is currently in circulation with a proposal deadline ofluly 16th 2018 This RFP covers the following 1 Voter Registration Database including OLVR 2 Election Management Module 3 Election Night Reporting solution 4 Campaign Finance Module 5 Lobbyist Registration and Reporting Module The system will be a cloud based solution Phone 208 334 2852 iv vi IDAHO SECRETARY OF STATE 700 West Jefferson Boise ID 83720 0' Idaho operates on a 100% paper ballot system and will continue to do so under the new solution The projected completion of the project will allow for deployment of the solution prior to the 2020 election cycle We are requesting proposals under which the election night reporting component can be deployed by the November 2018 general election d We are reserving $111 391 for cybersecurity improvements under this grant These improvements are both in process and ongoing e We will reserve an additional $110 000 for improvements in communications related areas and processes including the development and distribution of a Cyber Incident CommunicatiOns Plan that will incorporate both state and county level assets and stakeholders This plan will be utilized as a part of the cybersecurity trainings detailed further in 5 f Finally $150 000 is being reserved to address existing software updates that require immediate attention These prioritized updates will extend the existing system viability long enough to allow the development and deployment of a new system 5 TRAINING OTHER TOTAL $1 971 391 a Training is divided into three categories based generally on the three areas where we expect the greatest system changes and the highest need for training programs and material Election Auditing Training program is forecast at $200 000 and would be coordinated with the release of an audit program targeting the 2020 election cycle Voter Registration System Training is forecast at $250 000 and would be executed at an annual meeting of the users of the solution This will coincide with the release of the new software solution noted above under Cybersecurity training is forecast at $250 000 and will include an annual centrally located statewide TTX training with possible VTTX Virtual Table Top Exercise trainings offered to all county clerks and associated Elections staff We are working with the Idaho Association of Counties to collaborate on this effort and plan to design the TTX in a manner similar to the Defending Digital Democracy project as presented in February 2018 in Phone 208 334-2852 IDAHO SECRETARY OF STATE It 700 West Jefferson Boise ID 83720 fj vij e Boston MA Three IDSOS staff attended this exercise and training with the intent of utilizing the model in Idaho b Implementation timing for the initial TTX and Voter Registration trainings is projected to be 12 months July 2019 with a possibility for a more narrowly scoped cyber training in January 2019 coinciding with IAC meetings TRAINING TOTAL $700 000 TOTAL GRANT ALLOCATIONS $3 391 391 00 Thank you and we look forward to answering any questions you may have You can contact me directly at 208 334 2862 or at chouck@sos idaho gov Sincerely Chad Houck Idaho Deputy Secretary of State Phone 208 334-2852 2018 HAVA ELECTION SECURITY GRANT Budget Information CFDA ii 90 404 Non-Construction Program Name of Organization Budget Period Start Budget Period End Idaho Secretary of State 3I23f2023 BUDGET SUMMARY FEDERAL 8 NON-FEDERAL FUNDS Match Consolidated Budget for total project term- up to 5 years as defined by grantee PROGRAM CATEGORIES c I Voter $150 000 for a software upgrade change Voting Electron A d't' cl Cyber Security Communications order on the current voter registration TOTALS Fed Total BUDGET CATEGORIES qurpmen Ing systems system to bridge to the new system If Other 1 PERSONNEL including fringe 150 000 00 5 220 000 00 200 000 00 $70 000 00 18% 2 EQUIPMENT 150 000 00 150 000 00 5% 3 SUBGRANTS- to local voting jurisdictions see training see training 5 - 0% 4 TRAINING 200 000 00 250 000 00 5 250 000 00 5 700 000 00 22% 5 All OTHER COSTS 100 000 00 338 505 00 1 000 000 00 111 391 00 5 110 000 00 150 000 00 1 809 896 00 56% 5 TOTAL DIRECT COSTS 5 100 000 00 5 538 505 00 5 1 550 000 00 581 391 00 5 310 000 00 5 150 000 00 5 - 3 229 896 00 7 INDIRECT COSTS ifappliedl 5 0% 8 Total Federal Budget 5 100 000 00 5 538 505 00 1 550 000 00 581 391 00 5 310 000 00 5 150 000 00 3 229 896 00 11 Non-Federal Match 161 495 00 151 495 00 12 Total Program Budget 5 100 000 00 5 700 000 00 5 1 550 000 00 581 391 00 5 310 000 00 5 150 000 00 5 - 3 391 391 00 13 Percentage By Category Proposed State Match sanI A Do you have an Indirect Cost Rate Agreement approved by the Federal government or some other non-federal entity If yes please provide the following information B Period Covered by the Indirect Cost Rate Agreement C Approving Federal agency 0 If other than Federal agency please specify E The Indirect Cost Rate is