Oklahoma State Election Board ROOM BOX 53156 - STATE CAPITOL OKLAHOMA CITY OKLAHOMA 73152 - 405 521 2391 July 16 2018 Brian Newby Executive Director US Election Assistance Commission 1335 West Highway Suite 4300 Silver Spring MD 20910-3225 Dear Director Newby As Secretary of the State Election Board I am the chief election official for the State of Oklahoma and as such I am charged with the administration of elections in Oklahoma and have general supervisory authority over our seventy-seven County Election Boards will be responsible for directing how the federal monies are expended as well as monitoring and reporting all expenditures Any questions regarding the information contained in this letter or our plan for expending the funds should be addressed to me or to the Assistant Secretary Pam Slater This letter will serve as a narrative of the Secretary of the Oklahoma State Election Board s plan to expend the 2018 Help America Vote Act Election Security Grant award funds The Notice of Grant Award from U S Election Assistance Commission is dated April 17 2018 and the funding information is as follows Federal Share $5 196 017 and State Match Share - $259 801 totaling $5 455 818 The State Election Board Secretary has already designated $259 801 in a state revolving fund account for a State Match Share and can begin expending the match funds immediately The State Election Board does not intend to use any part of the federal grant funds to pay personnel expenses Additionally while the State Election Board may pay for upgrades to hardware and software and for training for County Election Board Secretaries and staff we do not intend to distribute federal grant money directly to County Election Boards At this time the Oklahoma Statutes do not authorize post election audits so no funds are planned to be expended for that purpose If the legislature enacts legislation that authorizes post-election audits we will update our plan at that time Our comprehensive plan for expending the HAVA security funds will include but is not limited to the projected expenditures within the following categories Equipment - $2 5 million Oklahoma implemented a new statewide election system in January 2012 At the end of the 2018 election cycle we believe our system will be at the halfway mark of its lifespan While we don t Brian Newby Page Two anticipate that the system will be replaced during the period the grant money is available we do anticipate that the system may require hardware and or software updates We will update the narrative to reflect such expenditures should voting system hardware and or software upgrades become necessary Oklahoma will follow state competitive bid requirements to purchase any equipment with federal funds Following are some of the equipment purchases that Oklahoma is considering to enhance our statewide voting system Electronic Poll Books can increase efficiency at the polling place by providing the ability to scan voters identifications and list ballot s the voter is eligible to receive Electronic poll books can also reduce errors in recording voter credit and can protect our voting system against voter fraud Many electronic poll book systems have built-in integrity checks to detect and flag records that have been added via potential intrusions 0 Document scanners at the local election office level would allow for automated storage and automatic transfer of documents that could include backup and This would reduce the need for hard copy document storage as well as protect against theft accidents and disasters Voter Registration Systems - $1 65 million 0 Our current voter registration and election management system - Modern Election Support Application MESA is a custom system and is used by the State Election Board and all 77 County Election Boards in Oklahoma MESA utilizes an older client server model with distributed thick clients The architecture of MESA was designed in 2005 and is a PowerBuilder application that may only be installed on Windows PCs The of MESA is Oracle 12c and will be retained However we intend to replace the PowerBuilder user interface with a web- hosted user interface hosted in a secure redundant data center Some of the security advantages to this approach are Utilizes the latest secure technologies such as NET SSL etc Removes the requirement of a Windows executable file installed on client PCs Executables can be decompiled for information into the structures of the overall system and are a vector for malware attacks 0 Browser-based access would allow the use of more secure operating systems Mac OS Linux for clients and isolates MESA hosted application from potential virus status of local machines in most cases 0 Consolidation of application onto a few web servers restricts the number of potential attack vectors and allows for centralized security and control 0 Provides better options for redundancy of database and application with automated failover across multiple regions Brian Newby Page Three 0 Moving database access from client to web server adds an additional layer of isolation in the application architecture between the end user their machine and the actual data thereby greatly increasing the security posture - In 2015 the Oklahoma legislature passed Senate Bill 313 which authorized online voter registration The bill requires such a system to link with the Oklahoma Department of Public Safety DPS driver license database to verify information submitted and retrieve a signature computer system cannot currently meet the technical requirements in the law DPS is upgrading its computer system and will be able to accommodate online voter registration when the new system is in place The State Election Board is hopeful that full online voter registration can be implemented in 2020 and that the additional HAVA funds may be used for some ofthe system implementation Security - $1 million 0 The State Election Board is working closely with our state cybersecurity experts at the Oklahoma Office of Management and Enterprise Services OMES Information Services Division and with state and federal Department of Homeland Security personnel to ensure that we have a robust plan in place for cybersecurity and physical security With input from our many partners we have identified some areas we intend to enhance The enhancements discussed include but are not limited to VPN upgrades additional features expanded use 0 2FA Two Factor Authentication required for Admin access to VPN 0 Checks for antivirus installed 0 Checks for Windows Updates Relocation of our servers to OMES secure server bunker AWS upgrades automated failover additional redundant replicated DBs Auditing Requiring anti-virus protection managed from SEB Cloud for all MESA workstations Adding check for SEB signature on workstation or anti virus status on Application launch Adding digital signature to MESA application 0 000000 0 The State Election Board contracts with OneNet a division of the Oklahoma State Regents for Higher Education OneNet provides a secure virtual private network VPN to meet the requirements of our statewide voting system We are exploring the possibility of upgrading this system to provide enhanced security and protection of our system Trainin 305 818 We anticipate that the State Election Board will need to develop initial and ongoing training for all County Election Board staff on any new hardware and software or purchases as stated above Brian Newby Page Four The State Election Board also intends to enhance and improve existing security training for our State Election Board employees as well as the staff at local County Election Boards We plan to work with our many partners and vendors to develop curriculum and plan to explore and utilize various ways to deliver the training such as webinars video conferences and in-person training The use of Tabletop Exercises TTX such as was conducted at the Belfer Center in Cambridge MA in March 2018 could be modified for Oklahoma election officials We appreciate the opportunity to receive the additional HAVA grant funds We believe the funds will help ensure the continued integrity and security of our voter registration and election system in Oklahoma Sincerely PAUL ZIRIAXQGLEI Oklahoma State Election Board 2018 HAVA ELECTION SECURITY GRANT CFDA # 90 404 Budget Information Name of Organization Non-Construction Program Oklahoma State Election Board Budget Period Start 3 23 2018 Budget Period End 3 23 2023 SECTION A - BUDGET SUMMARY a Voting Equipment BUDGET CATEGORIES Consolidated Budget for total project term-up to 5 years as defined by grantee FEDERAL NON-FEDERAL FUNDS Match c Voter Registration Systems b Election Auditing PROGRAM CATEGORIES d Cyber Security e Communications f Other ______________ g Other ______________ 1 PERSONNEL including fringe 2 EQUIPMENT $ $ 2 500 000 00 $ 1 650 000 00 $ 3 SUBGRANTS- to local voting jurisdictions $ 4 TRAINING $ 55 818 00 5 All OTHER COSTS 6 TOTAL DIRECT COSTS 1-6 $ 2 500 000 00 $ - $ 1 705 818 00 2 500 000 00 $ - $ 1 705 818 00 $ 2 500 000 00 $ - $ 1 705 818 00 11 Non-Federal Match 12 Total Program Budget 13 Percentage By Category 48% Proposed State Match 5 0% 0% 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 mm dd yyyy-mm dd yyy C Approving Federal agency D If other than Federal agency please specify E The Indirect Cost Rate is 33% No 4 150 000 00 - 0% 80% 0% 250 000 00 $ 305 818 00 6% $ 740 199 00 $ 740 199 00 14% $ 990 199 00 $ 5 196 017 00 $ - $ - $ - $ $ % Fed Total $ 7 INDIRECT COSTS if applied 8 Total Federal Budget TOTALS $ 990 199 00 $ 259 801 00 $ 1 250 000 00 19% $ - $ - $ - $ - $ - $ - 0% 0% $ 0% 5 196 017 00 $ 259 801 00 $ 5 455 818 00 0%