Arizona 2018 HAVA Election Security Funds Michele Reagan Arizona Secretary of State 1700 West Washington Street 7th Floor Phoenix Arizona 85007 Toll-Free 1-877-THE VOTE Office 1-602-542-8683 Fax 602-542-6172 Email elections@azsos gov Website www azsos gov Arizona 2018 HAVA Election Security Funds Letter from Secretary Reagan Election security and integrity have been the top priority for my administration and the hard work to update outdated systems has already begun In November of 2017 a contract was issued to Sutherland Government Solutions Inc for the acquisition of a new statewide voter registration database “AVID” that will replace our currently aging system “VRAZII” on or before June 30 2019 This new system will employ the most current security protocols It will be hosted in the same environment that banks and the US Military maintain essential data This shift maintains the highest level of integrity of the voter rolls in Arizona while still having the ability to grow as needs shift We live in a connected albeit wireless world It’s a world of great convenience but each new convenience creates new security risks and vulnerabilities Arizona has utilized a portion of the new funding to undertake a comprehensive industry standard evaluation of our entire IT network Given that we are only as strong as our weakest link we intend to release this wide ranging survey to the public to heighten their confidence in the results of any election Election security regardless of the medium is a culture that needs to be championed from the highest election official to the newest poll worker Locally the Department of State works closely with the fifteen counties of Arizona to help foster that culture of security The human element is the largest unknown factor in any cyber security plan and providing ongoing training and forums for information sharing is a long-term goal The bulk of Arizona’s additional HAVA dollars will go towards training and process enhancement to further strengthen our culture of security Sincerely Michele Reagan Arizona Secretary of State 2 Arizona 2018 HAVA Election Security Funds Grant Funding Information Amount of Award $7 463 675 Matching Funds $373 184 Timeframe for Usage 5 years Immediate Improvement Plans Voter Registration Database Arizona began the acquisition of a new statewide voter registration database which ended in the award of a contract in November of 2017 The contract was issued to Sutherland Government Solutions Inc for the acquisition of a new statewide voter registration database “AVID” that will replace our currently aging system “VRAZII” on or before June 30 2019 We will be using the grant funds to finance the purchase or implementation of the new system The RFP focused on correcting user and security issues found during a current state assessment and future state assessment based on use cases gathered A comprehensive security assessment of the proposed system has resulted in approval from outside consultants and the Arizona Department of Administration Strategic Enterprise Technology team While technology is ever changing the new AVID system will be adapt enough to meet the current needs of our county users and registered voters while maintaining the most robust security protocols Cyber Security Security Assessment The Arizona Secretary of State’s Office has recently entered into an agreement to undergo an assessment of current IT infrastructure focusing on critical election systems The deliverables include a public facing document The Arizona Election Security Plan that outlines best practices engagement and training plans and an incident response plan The private facing document STA Security Plan will discuss remediation of found issues and an improvement plan that includes security controls and policies The evaluation started on July 9 2018 will be completed in mid-August and will provide a framework for future spending Information Sharing The Department has begun the process of information sharing to help the fifteen counties of Arizona understand the multitude of security threats Opening the communication channels and creating a culture of support is a vital task to ensure the same strong standards are used throughout the state Biweekly meetings are led by experienced staff and include county election and recorder office staff as well as county IT personnel Each call focuses on core issues that invoke discussion which produce best practices to be shared The end goal of these meetings is to provide recommendations to election leadership on how to improve the process from ballot handling to IT infrastructure 3 Arizona 2018 HAVA Election Security Funds Long Term Improvements Cyber Security Sub-Grants The Department is developing a new process that will have significant county involvement in deciding sub-grant awards within the framework of HAVA of 2002 This involvement includes the development of grant priorities review of proposals ongoing tracking and ensuring completion of projects The main focus of all sub-grants will be shoring up the security of elections Each county in the state of Arizona is at different phases of IT and election security and by using a sub-grant process each is allowed to focus on their individual needs while still allowing attention to oversight and guidance A sub-grant process also allows for the combination of needs to generate buying power by leveraging quantity It is also the hope that through the evaluation process ideas and information is shared to create discussion points for the best practices of the state Security Personnel The Department is in the process of creating a new position to the Secretary of State’s Office that will be tasked with maintaining and understanding the state and county positions on elections security There is a lot of information that is disseminated from the federal government down that this employee will help filter and distribute The new position will work on best election security practices hold roundtable exercises lead the bi-weekly security updates and be a resource for all of our stakeholders Cybersecurity is a never ending mission that requires dedicated resources Budgets JLBC Review Process The Arizona Legislature requires that any spending of HAVA funds be approved by the Joint Legislative Budget Committee “JLBC” This process allows for a bi-partisan review and public comment on spending outside of the standard legislative cycle On June 19 2018 the Department presented a spending plan Approved Spending Plan on page 5 and received favorable review The Department plans on testifying before JLBC as more decisions are made in regards to spending of these funds throughout the 5 year spending cycle In anticipation of the matching requirement the Department has already started making preparations to spend 50% of the required match $186 592 in fiscal year 2019 and the second half in fiscal year 2020 JLBC does not provide oversight past the standard budgetary approval cycle on general fund spending for the Department 4 Arizona 2018 HA VA Election Security Funds Approved Spending Plan 2015 HAVA GRANT Information CFEIAH 35 11111 Non-Construction Program Name of Organization lArizona Department ofS-tate I udget Period Start 5325 2515 SECTIDN BUDGH SUMMARY Conso doted Budget for totofproject term Budget Period End FEDERAL 5 NON-FEDERAL FUNDS ll'u'latch up to 5 years 55 de ned by grantee PROGRAM CATEGORIES aI'II'otin bI Election I u'oter Dther gIDth or gt A d't' Registration dI Khyber Security eI Communications TOTALS '95 Fed Total ouoon CATEGORIES Systems 1 PERSONNELlincludingfringe33315 50 2 EQUIPMENT TRAINING EDS-TS 5 - 5 - 5 2 155 935 33 5 333 333 33 5 - 2 545 335 03 33 5 TOTAL DIRECT 5o5T5 1-53 5 - - 5 2 155 555 55 5 515 515 55 5 - 5 255555153 T INDIRECT 53 5 Total Federal Budget 5 - 5 - 5 2 155 555 55 5 415 515 53 5 - 5 2 555 551 53 11 Non Fed eral Match 5 - 5 - 5 192 555 55 5 - 152 535 53 12 Tota Program udget 5 - 5 - 5 2 255 522 55 5 415 515 53 5 - 5 355545155 13 Percentage 5v Categorv 5'55 5'55 5455 1555 5'55 5'55 555 Proposed State Mat-oh A Dovou have an Indirect Cost Rate Agreement approved ovthe Federal government or some other non-federal entitv No If ve 5 please provide the following information 5 Period Covered ovthe Indirect Cost Hate Agreement I3 Approving Federal agencv D If otherthan Federal agencv please specitv E The Indirect Cost Rate is Arizona 2018 HA VA Election Security Funds 2013 HAVA ELECTION GRANT 5 Year Spending Projections Budget Information 35 41111 Non Constru ction Program Name of Organization lArizon a Department of State udget Period Start A BUDGH 'Conso d'oted Budget for totIztII project term Budget Period End FEDERAL 5 NON-FEDERAL FUND-5 Match up to yam as de ned by grantee PROGRAM CATEGORIES 5 31 55 dI Cyber necurity' eI Communications 5 Dther gi ther TOTALS '56 Fed Total BU EATEE DHIEE Systems 1 PERSONNEL includingfringei 3 3 3 $13 555 53 3 515 555 55 5% 2 EQUIPMENT 5 - 5 - 5 105 033 03 5 - 155 555 3 331 521 33 5 - 3 351 521 53 451' 4 TRAINING - - 31 503 03 5 - 51 555 55 1% 5 All EITHER 55515 5 - 5 - 5 2 555 557 57 5 521 100 00 5 - 5 3 2753815 5 TOTAL DIRECT cosTs 5 - - 5 2 55 5 557 57 5 4 505 757 45 5 - 5 - 2 453 575 05 7 INDIRECT CDEI-TEIifappliedJ - El Total Federal Budget 5 - - 5 2 555 557 57 5 4 505 757 45 5 - 5 - 11 Non Federal Match 5 - 5 - 5 102 555 05 5 270 547 57 5 - 12 Tota Program udget 5 - 5 - 5 5 5 539 335 43 5 - 5 - 133335300 13 Percentage Ev Categonr 5'95 055 3595 5495 2'55 65 255 Proposed State Match 5 0% A Dovou have an Indirect Cost Hate Agreement approved ovthe Federal government or some other non-federal entitv No If ves please provide the following information 3 Period Covered ovthe Indirect Cost Hate Agreement I2 Approving Federal agencv D If otherthan Federal agencv please specifv E The Indirect Cost Rate is