MPAC Enumeration Update - Bev Disney, Enumeration Lead Brad Baker, Enumeration Lead Syd Howes, Elections Information Specialist
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MPAC
Enumeration Update
Bev Disney, Enumeration Lead
Brad Baker, Enumeration Lead
Syd Howes, Elections Information Specialist
Webinars with Municipalities and Electing School Boards
Week of May 14 - 18, 2018
© MPAC
Agenda
• Enumeration Update
– MPAC’s Role
– Enumeration/Election Milestones
– 2018 Approach
• voterlookup.ca
• Communications
• Partnerships
• voterlookup.ca overview
• 2018 Product Overview and Canvassing
– Delivery timing
– New for 2018 - Format and/or Content changes
– File Format Options for Voters’ List Revisions
– Canvassing for product requirements
• Beyond the Election
– Voters’ List Revisions (receipt and processing)
– Final Reporting of end-to-end Results
• Questions
© MPAC 2
2018
Enumeration Update
© MPAC 3
MPAC’s Role
• MPAC has the legislative responsibility of conducting an
Enumeration and producing the Preliminary List of Electors (PLE)
as per Municipal Elections Act, 1996, for each municipal/DSSAB
election and by-election
– The PLE is used by each municipality to create their final Voters’ List
• MPAC maintains a ‘Names Database’ through:
1. Regular updates applied to the property assessment database:
• Land Titles/Land Registry changes
• Mailing Address changes
• School Support changes
• New roll/unit updates
2. Third party sources:
• National Register of Electors (NROE) data maintained by Elections Canada
– (includes data provided by Elections Ontario to Elections Canada)
• Ministry of Government and Consumer Services (MGCS)/Service Ontario
3. Enumeration activities 4
© MPAC
2018 Enumeration/Election Milestones
March 12
Launch of
voterlookup.ca
2018 Election
Jun – Nov Dec 31 Mar 31 Jul/Aug Sept Oct 18 Nov 18
2017 2017 2018 2018 2018 2018 2018
Ward/Poll Deadline for Deadline Produce and Produce Voters’ List
review/ changes Council to for ward poll deliver electoral and deliver Revisions
approve ward changes products i.e., Exceptions due within
changes Preliminary List Files 30 days
of Electors (PLE)
© MPAC 52018
Enumeration Approach
© MPAC 6Launch of voterlookup.ca
2018
• On March 12,Enumeration
2018 MPAC launched Approach
voterlookup.ca, a self-service
online platform for Ontarians to confirm or update their information
in MPAC’s Names Database
– Eligible electors can also update their information, add a name to an
address, or change their school support
– voterlookup.ca allows Ontarians to take an active role in maintaining
accurate and up-to-date electoral lists
© MPAC 7voterlookup.ca – Results to Date
• Since March 12 2018 launch: Stats as of end of April 2014:
– Total Searches: 63,000+ Searches: 30,149
Adds: 1,535
– Total Additions: 5,000+
Updates: 3,038
– Total Revisions: 6,300+ Note: site launched Mar 31, however
was piloted from Jan onward in pilot
areas.
• Municipalities are actively promoting the site and weekly
metrics are being posted to Municipal Connect, by municipality
© MPAC 8Communications
• A communications strategy has been deployed to raise awareness of the
platform including:
– the delivery of toolkits which were provided to municipalities, DSSABs,
School Boards, Ministries and various municipal associations with
information/materials to assist in driving users to voterlookup.ca
– Inclusion of voterlookup.ca mail insert in MPAC notices and distribution of
voterlookup.ca insert at time of property inspection May - Aug.
– A social media campaign has commenced with ads targeting
millennials/first time voters, professionals, retirees and renters across
Twitter, Facebook and Instagram
– 4 Webinars hosted for all Municipalities, District Social Services
Administration Boards and electing School Boards week of May 14 – 18
» Product Canvassing, Delivery timing and Format and/or Content
changes; Information re Submission of Voters’ List Revisions;
– All enumeration-related enquiries – enumeration@mpac.ca
© MPAC 9Partnerships
• MPAC has re-established an Elections Working Group made up of
municipal, association and elections representatives to share
insights, ideas and discuss enumeration best practices
• Working in collaboration with Elections Ontario and Elections
Canada to ensure timely receipt of National Register of Electors
(NROE) extracts, for inclusion in 2018 election products provided
by MPAC
• MPAC, Elections Canada and Elections Ontario are engaged in
promoting each other’s online elector services to ensure that
electors have the information and website links required to
update information for elections at all levels
© MPAC 10voterlookup.ca Enhancements
• MPAC has made the following enhancements to
voterlookup.ca:
– Expanded name matching capabilities to support users
providing shortened versions of names (i.e. ‘Bill’ entered
and name matched if ‘William’ recorded in Names
Database)
– Include a field for users with a single name
– Include additional gender options of ‘other’ and ‘decline’
– Present field for those users adding their name to provide
mailing address
– Provide the number of potential electors and messaging for
user to contact MPAC’s Customer Contact Centre to
confirm/update information if the number is either too
high/too low
© MPAC 11voterlookup.ca – Home Page
• Home page includes:
– General information about the site
– A video to explain how to use voterlookup.ca
– MPAC’s legislative responsibility to collect information
– MPAC’s commitment to protecting privacy while meeting
its statutory obligations
– A declaration statement to certify that the information
being provided is true and accurate
© MPAC 12voterlookup.ca – Search © MPAC 13
voterlookup.ca – Confirm/Change School Support © MPAC 14
voterlookup.ca – Add me to the Preliminary List of Electors © MPAC 15
voterlookup.ca – Add me to the Preliminary List of Electors © MPAC 16
voterlookup.ca – Add me to the Preliminary List of Electors © MPAC 17
voterlookup.ca – Elector Confirmation © MPAC 18
2018 Product Overview
and Canvassing
© MPAC 19Products Schedule – July 31st or August 21st
Product Purpose Date
Preliminary List of Provided to all Municipalities, District Social Services July 31, 2018
Electors Administration Boards & School Boards conducting or August 21, 2018
elections, used by Municipal Clerks to create the final
Voters' List
*As per Bill 212, MPAC and the Municipal Clerk may
agree on a date other than July 31, but not later than
August 31
July 31, 2018 is default if no date selected
Voter Notification Used to produce vote-at-cards and vote-by-mail
File (VNF) election kits, and populate voter list management
applications, vote-by Internet, and vote-by-mail systems
Voter Notification Contains a list of properties where no electors were
File – No Electors found
(VNF-NE) Provides a property ‘placeholder’ to receive clerk’s
revisions (new names)
Ontario Used for planning purposes
Population Report Required for certain legislative purposes (Referenced in
(OPR) Police Services Act, and Health Protection & Promotion
Act – O.Reg. 489/97)
© MPAC 20Product Overview
• Preliminary List of Electors (PLE.pdf) replicates traditional paper PLE and
contains potential electors for municipal and school board elections based
on information collected by MPAC. Eligibility based on a person’s status on
Voting Day
• Voter Notification File (VNF.xml and VNF.xlsx) contains the same
information as Preliminary List of Electors (PLE.pdf) plus additional related
elector and property data
• Voter Notification File-No Electors (VNF-NE.xml and VNF-NE.xlsx)contains
all residential units (RU), farm residential units (FRU) and recreational/
seasonal dwelling units (RDU)/ households where no potential elector was
found (no occupant names, personal attributes nor mailing addresses
included - also includes ‘vacant’ units)
• Ontario Population Report (OPR.pdf) contains resident population counts
used for planning and legislative purposes.
© MPAC 21New for 2018 – Product Format and/or Content Changes
• Summary of changes for Voter Notification File (VNF) and
Exceptions Voter Notification File (EVNF):
– may contain blank gender field for electors who identify as ‘other’ /
‘decline’
– may contain single elector name – where this occurs, single name will be
provided in elector ‘last_name’ and ‘person_name_line’ columns
– additional ‘updated date’ field for each elector record
• Names added or updated through voterlookup.ca: either the create date or the
update date, whichever is later;
• Elector records sourced from NROE: the last move date, the latest date for an
addition or update OR the date received;
• For all other elector records, the date of the most current data capture from MPAC’s
IPS database will be provided. NOTE: this date could be a change to an elector
record(s) OR a change to property-specific data.
– Late May – MPAC will provide a spec sheet and sample product layout for
the 2018 VNF and EVNF products
• It is recommended that Clerks forward this info to their IT departments and 3rd
party service providers
• Ontario Population Report (OPR):
– Counts for those names where gender has been identified as ‘other’ /
© MPAC ‘decline’ will be dispersed throughout the report totals based on age. 22Product Overview
• Process for 2018 Voters’ List Revisions
1. DataFix Voter View subscribers:
• Voters’ List revisions entered into Voter View will be extracted for
auto-upload to MPAC’s Names Database
2. Other/No Election Management Software Applications:
• MPAC will provide .xlsx file format at time of PLE/VNF product
delivery for capturing revisions
• File format will facilitate auto-uploading to MPAC’s Names
Database
• MPAC will not accept EL15 forms for processing
• Voters’ List Revisions to be provided as per 1 of the 2
options indicated above
© MPAC 23Products/Events Schedule – September Exceptions Files
Product Purpose Date
Elector Contains elector names added, deleted, changed since September 7, 2018
Differences Found production of the PLE
Report (EDFR)
Exceptions Voter Contains elector names added, deleted, changed since
Notification File production of the VNF
(EVNF)
Exceptions VNF – Contains a revised list of properties where no electors
No Electors were found
(EVNFNE) Provides a property ‘placeholder’ to receive clerk’s
revisions (new names)
Election Day October 22, 2018
Voters’ List Deadline for submission of Voters’ List Revisions to November 22, 2018
Revisions MPAC
*Standardized/MPAC compliant file format for
revisions submissions will be provided at time of
July/Aug PLE delivery
© MPAC 24Product Overview
• Elector Differences Found Report (EDFR.pdf) similar to the PLE
and contains only the PLE records where there has been a name
deletion, addition or ‘change’ since the initial PLE (i.e. school
support)
• Exceptions Voter Notification File (EVNF.xml and EVNF.xlsx)
contains same data fields as VNF but includes only records that
changed since PLE & VNF were produced. Each record marked
‘Add’, ‘Delete’ or ‘Change’
• Exceptions Voter Notification File – No Electors (EVNF-NE.xml
and EVNF-NE.xlsx) contains the same data fields as the VNF-NE and
includes changes to RU, FRU and RDU households where no
potential elector was found (no occupant names or personal
attributes included – also includes ‘vacant’ units)
© MPAC 25Canvassing for Product Requirements
Schedule A
NOTE: All 2018 post-enumeration products will be provided electronically via the Sightline Portal in Municipal Connect™.
Please complete the following voterlookup.ca re-direct messaging details.
NOTE: voterlookup.ca re-direct messaging serves to re-direct users to their respective municipal office, website, etc., beyond the
extract to produce either the July-Aug PLE/VNF or September Exceptions Files (timing of which is to be specified below).
voterlookup.ca re-direct messaging details
Municipality or DSSAB:
Mailing Address:
Contact Name:
Telephone:
E-mail:
Web Address (URL):
Please complete the following to indicate the voterlookup.ca re-direct messaging (to Municipality or DSSAB) preferred.
Select one of Options “A”, “B” or “C”. If “C”, please provide preferred, alternate re-direct messaging.
NOTE: You may choose to continue collection of data through voterlookup.ca and receive any additional elector confirmations/changes in
the September Exceptions Files. Please indicate your timing preference below to discontinue voterlookup.ca.
© MPAC 26Canvassing for Product Requirements © MPAC 27
Canvassing for Product Requirements
Canvassing will be conducted as follows:
• For Municipalities and those electing school boards that subscribe to
Municipal Connect – via Sightline Portal
• For DSSABs and those electing school boards that do not subscribe to
Municipal Connect – via email
© MPAC 28Beyond the Election © MPAC 29
Beyond the Election – Voters’ List Revisions
On/by Nov. 22, Extensive Analysis
Municipal Clerk to discern key
compiles/prepares learnings, overall
MPAC Processing
and forwards accuracy and
Voters’ List results specific to
revisions to MPAC each municipality
© MPAC 30Voters’ List Revisions – 2014 Key Learnings © MPAC 31
Final Reporting of end-to-end Results
• Once all Voters’ List Revisions have been received
and processed:
– MPAC will begin analysis to determine overall accuracy of
the 2018 PLE
– Reporting provincial results at AMCTO AGM/Conference in
June 2019
– Reporting municipal/DSSAB/school board specific results
thereafter (June-July 2019)
© MPAC 32Questions? © MPAC 33
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