Uni-t Nellie M Gorbea Secretary of State July 10 2018 Secretary of State Nellie M Gorbea serves as Rhode Island s Chief State Elections Official under the Help America Vote Act HAVA Since taking office in 2015 Secretary Gorbea has undertaken several initiatives to secure and modernize the state s election systems including Procuring new voting equipment to replace machines that were 19 years old The new secure voting machines have enhanced the voting experience for Rhode Islanders 0 Investing in cloud based systems and signed up for the assistance to states under the critical infrastructure designation by the Department of Homeland Security to further protect our Central Voter Registration System 0 Increasing the office s IT staff by 40% to ensure that we have the technical expertise in house necessary to respond to the ever-shifting landscape that technology presents On April 30 Secretary Gorbea convened the HAVA 2018 Task Force comprised of state and local elections officials cybersecurity leaders and members of the public to discuss how best to spend and prioritize security efforts with the $3 million in HAVA funds allocated to Rhode island as part of the federal Consolidated Appropriations Act of 2018 On May 14 2018 Secretary Gorbea along with members of the state s Congressional delegation announced the funding priorities After informative discussions regarding the proposed recommendations the technology and security enhancements listed below have been identified as priorities to receive funding in Rhode Island These elections infrastructure and security improvement projects will enhance Rhode Island s election systems at the Department of State Board of Elections and the 39 cities and towns It is important to note that more than $500 000 in HAVA funds are being invested to enhance the security of the state s election systems in advance of the 2018 election The Department of State s $1 983 770 request is included in the Fiscal Year 2019 budget signed into law on June 22 2018 The Department will continue to work with the Governor and General Assembly to include the additional HAVA funding in the Fiscal Year 2020 State budget The Department also will identify the $150 000 State matching commitment Project Categories Pre-2018 Post-2020 Total by Election Election Election Project Category Voting Equipment Replacement Upgrades $289 770 $289 770 Election Auditing $150 000 $241 230 $391 230 Voter Registration Systems Management $1 550 000 $1 550 000 Help America Vote Act HAVA 2018 Funding Recommendations Compiled by Secretary of State Nellie M Gorbeo Cybersecurity $609 000 $125 000 $734 000 Election Day Operations Improvements $35 000 $35 000 Total by Election Cycle $1 083 770 $1 675 000 $241 230 Pre-2018 Election Project Initiatives Cyber Security Database Activity Monitoring DAM and File System Security Database Activity Monitoring not only monitors the Central Voter Registration System CVRS and provides alerts based on activity it also prevents unauthorized activities Database Activity Monitoring is also an important technology for protecting sensitive data from external cyber threats Asset Management Appliance and Software An Asset Management appliance software allows the tracking of all endpoints computers phones etc on a given network and any vulnerabilities along with the software installed on those devices This adds a critical layer of security to better understand what is on the Department of State s network and what threats need to be defended against Security Information and Event Management SIEM System The SIEM provides real time analysis of security alerts generated by applications and hardware on the network The SIEM provides alerts of security issues and uses machine learning and policies the Department of State creates to initiate action when certain events happen Elections Administration Improvement Grants for Cities and Towns Grants for the 39 Rhode Island cities and towns will be used to improve elections administration Funding will be allocated based on total number of registered voters by city town Personnel Electronic Poll Book E-poll book Resources Retain a dedicated IT contractor to develop security protocols and oversee the implementation of e-poll books statewide for the 2018 election cycle Voting Equipment Mail Ballot Envelope Sorting 8 Scanning System The Board of Elections will acquire one of these systems for 2018 This equipment will improve the speed and accuracy while reducing the physical labor needed for the mail ballot operation at the Board of Elections The equipment vvill increase ballot security and increase the transparency of the mail ballot certification process Mail Ballot Envelope Industrial Opener The Board of Elections will acquire one unit for 2018 In 2016 the current opener produced an unacceptable number of damaged ballots that needed to be manually remade which was labor intensive Help America Vote Act HAVA 2018 Funding Recommendations Compiieo by Secretary of State Nellie M Gorbeo Other - Election Day Operations improvements Election Day Incident Management Software and GPS Tracking The Board of Elections will procure software-based real-time tracking of all incidents on Election Day This may also include the tracking of state technicians by GPS to more efficiently dispatch them to incidents closest to their current location Polling Place Operational improvements The Board of Elections will purchase 20 additional voting machines for the 2018 election cycle bringing the total number of voting machines to 610 In addition funds will be used to pay for the second phase of a study to identify opportunities to improve polling place layout and design to ensure voters at every polling place can cast their ballots in less than 30 minutes as suggested in the Presidential Commission on Election Administration report Pre-2020 Election Project initiatives Voter Registration Systems and Management Central Voter Registration System CVRS Upgrade The CVRS was originally developed in 2004 and 2005 The technology as well as the knowledge as to what the best practices are when building applications has changed dramatically during that time The Department of State has implemented security updates to the CVRS to protect voter registration information however the application should be rewritten to best practice standards to enhance the security ofthe system to best protect against efforts to penetrate the voter registration database The cost includes upgrading the database platform as well as the programming code and implementation Cyber Security Disaster Recovery Hardware and Co-location Disaster recovery hardware provides for an additional site with another CVRS environment set up in the event a disaster happens that brings our primary site down To have a disaster recovery site you need equipment physical or virtual to house the environment The disaster recovery equipment is housed in another data center hence the term co-location Post-election audit system Risk Limiting Audits RLA implementation A pilot RLA is planned for November 2018 with official deployment as required by law in 2020 The Board of Elections is cu rrentiy assessing the potential to contract with a vendor to conduct RLAs in 2018 in coordination with the RLA working group convened by the Board of Elections Beyond 2018 and 2020 Election Cycles Risk Limiting Audits RLA Implementation Additional funds will be used to conduct RLAs in 2020 and 2022 in coordination with the RLA working group 2018 HAVA ELECTION SECURITY GRANT Budget Information lcron 0 90 404 Non-Construction Program Name of Organization Budget Period Start Budget Period End Rhode Island Department of State I 3 312 318 SECTION A- BUDGET SUMMARY FEDERAL NON-FEDERAL FUNDS Match Consolidated Budget for total project term-- up to 5 years as de ned by grantee PROGRAM CATEGORIES Voter Elstxorit'ft hi e gn Ricgi'stration id Cyber Security Communications TOTALS Fed Total BUDGET CATEGORIES Systems 1 PERSONNEL Including fringe 0% 2 EQUIPMENT 5 239 770 00 5 315 230 00 5 1 550 000 00 534 000 00 2 740 000 00 91% 3 SUBGRANTS- to local voting jurisdictions 5 100 000 00 100 000 00 3% 4 TRAINING 5 75 000 00 75 000 00 3% 5 All OTHER COSTS 75 000 00 5 10 000 00 85 000 00 3% 6 TOTAL DIRECT COSTS 5 239 770 00 5 391 230 00 5 1 550 000 00 334 000 00 5 - 5 75 000 00 5 10 000 00 3 000 000 00 7 INDIRECT COSTS if applied - 0% 8 Total Federal Budget 239 770 00 5 391 230 00 5 1 550 000 00 734 000 00 5 - 75 000 00 5 10 000 00 3 000 000 00 11 Non-Federal Match 5 150 000 00 150 000 00 12 Total Program Budget 5 389 770 00 5 391 230 00 5 1 550 000 00 734 000 00 - 75 000 00 5 10 000 00 3 150 000 00 13 Percentage By Category Proposed State Match 5 0% A Do you have an Indirect Cost Rate Agreement approved by the Federal government or some other non-federal entity No lfyes please provide the following information 8 Period Covered by the Indirect Cost Rate Agreement C Approving Federal agency D If other than Federal agency please specify E The indirect Cost Rate is