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Elections office describes ABM improvements, Power BI dashboard and AI sandbox pilot
Summary
Elections staff updated the board on absentee-by-mail processing, a new Power BI dashboard that reconciles Jarvis/Airtable/TriTech, an algorithm to automate ballot assignment and an enterprise AI sandbox pilot (C3AI) to parse inbound email and attachments.
Elections staff presented several process and technology upgrades aimed at reducing manual work for absentee-by-mail (ABM) processing and improving reconciliation across systems.
Dashboard and reconciliation: Marcus (Absentee lead) showed a Power BI dashboard that integrates three systems—Jarvis, Airtable and TriTech—to provide daily reconciliation and to flag mismatches. The dashboard provides green/yellow/red alerts, email notifications to leadership when processing lags, and will be moved to an interactive SQL-backed view for live use ahead of November.
Ballot-assignment algorithm and automation: Staff reported they have built an algorithm for the Impress automation tool that assigns ballots and has performed at 100% accuracy in recent tests and two elections so far. The algorithm reduces manual assignment time and was used in the most recent elections with positive audit feedback.
Sandbox AI pilot: Director Fall described exploratory talks with C3AI to build an automated “sandbox” that ingests a large shared mailbox, extracts attachments or inline images (PDFs, photos), pre-classifies applications into accept/curable/reject buckets and cross-checks fields against a downloaded Jarvis voter list. The county ITS and procurement teams are discussing an enterprise agreement that would spread costs across departments; the earliest implementation window, if approved, would be a five- to six-month build with a target pilot for the May election next year.
Other process improvements: The office plans to add cameras at some co-location sites and drop-box locations (costs under discussion), and to roll out Entegra inventory barcoding for equipment tracking and seals. Staff also laid out stepwise ABM packing and mail options to improve throughput and contingency plans if the Quadient mailer is unavailable.
Board members asked about timelines, Jarvis integration and cost; staff said Jarvis portal reports have been intermittently disabled and that integration will proceed when the portal is re-enabled. The board encouraged pursuing the AI enterprise agreement as an enterprise-level procurement to share costs.
