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# FW: Ballot Order Protocol

- To: <Support@gesn.com>
- Subject: FW: Ballot Order Protocol
- From: "Larry Dix" <ljdglobal@gesn.com>
- Date: Thu, 26 Jul 2001 11:37:19 -0500
- Importance: High

    Please read the protocol document from John Elder.  John and I have
    discussed this and I believe and know that we must adhere to this in order
    to be successful.  As account/project managers, you must be the contact with
    the customer and get sign offs on all ballot orders.  This is vital and has
    proved its worth in a recent election where we did have the proper sign off.

    Larry J. Dix
    Vice President of Operations
    Global Election Systems

    -----Original Message-----
    From: John Elder [mailto:jelder@spectrumltd.com]
    Sent: Thursday, July 19, 2001 2:01 PM
    To: 'Larry Dix'
    Cc: David Dean
    Subject: Ballot Order Protocol
    Importance: High

    It is extremely important that Project Managers and Operations adhere to
    protocol in set lines of communication with Global customers.  Per Executive
    Management memo, under no circumstances is the Products Division to contact
    and/or participate in communications with customers.  It is the sole
    responsibility of Project Mangers to obtain and relate production
    information between operations and customers.  This will prevent any
    miscommunication and avoid potential disasters and financial liability to
    Global.

    We must enforce our lines of communications and operational procedures to
    ensure success. The production staff is being forced to communicate with
    customers because of tight delivery schedules, lack of proper notification,
    lack of providing required components and unavailability of Project
    Managers.  If circumstances arise that a production schedule is in jeopardy,
    the Project Manager must be available to address all production issues to
    ensure timely and accurate delivery; or designate another Project Manager to
    communicate temporally with customer and operations.  Operation's personnel
    is not a candidate for designee in the absence of Project Manager - they
    have their own responsibilities to manage: quality control, etc.

    Again, the protocol for ballot printing is this:

    *       Project Manager receives ballot order (with quantities), "Cards With
    Report Units" (or VTS equivalent) and postscript files from customer
    *       Project Manager emails above components to
    ballotorder@spectrumltd.com
    *       Products Division, or designee, builds ballot order database and
    returns to Project Manager for customer sign-off
    *       Upon receiving written sign-off from customer, Project Manager
    notifies Operations Manager of written approval
    *       Production will produce paper proofs of actual ballot and send to
    designation per Work Order Instruction Sheet provided by Project Manager to
    Products Division
    *       Project Manager will receive written sign-off of ballot proofs and
    notify Products Division of customer approval
    *       Production will commence ballot printing after receiving
    notification

    This will hold the customer accountable for any ballot layout, VDF layout,
    colors, text, etc. errors which may arise and not Global.  It has been our
    experience the past few years that most ballot printing errors and/or
    liability is due to miscommunication and to not following operational
    procedures in the proofing process.

    I am available to discuss isolated instances with you where these procedures
    have been compromised.

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