VCM and CCS

OperationalGuide
December 14-15, 2018
(NAME OF VENUE)
 hello!

Information Technology Department

COMMISSION ON ELECTIONS

2
Training Objectives:
◎ To have a better understanding of how the
Vote Counting Machine (VCM) and
Consolidation and Canvassing System
(CCS) works

◎ To familiarize ourselves with the VCM and

CCS operations relating to the 2019
National and Local Elections

3
Flow of Discussion

Overview VCM CCS Basic

Operations Operations Troubleshooting

4
Day 1 • VCM Parts and Components
• VCM Installation
(VCM • VCM Diagnostics Test
Operations)
• Open Voting
• Close Voting
• Re-zero
• Basic Troubleshooting

Day 2 • Initialization
(CCS • Monitoring of Results
Operations • Importing of Results
• Generation/ Printing of Results
• Transmission
• Back-up

5
 “
During the 2016 Elections,
COMELEC deployed 92,000+_
VCMs to register the vote of
the Filipinos and
transmitted results to
1,700+ CCS Laptops for
consolidation nationwide.
6
◎ VCM
SAES-1800Plus, a machine that is designed to:
○ Scan ballots and interpret the voter-shaded
marks;
○ Tabulate each mark;
○ Transmit results; and
○ Generate reports

◎ CCS
A system installed in a laptop that consolidates
and processes data from the tabulated ballots
of VCM
7
 Geographical
Information
Digital
Certificates, EB
EMS
CP, Candidates,
information, etc (Election
positions, etc
Management
System)

Creation of
configuration
Configuration
files Ballot faces

Username/
password for EB
and BOC

8
◎ Contains Information for AES EMS
Configuration
◎ Positions and Candidates FACTS
◎ No. of seats to vote per position
◎ Voting Jurisdiction
◎ Member of EB info
◎ Configuration setting
◎ Digital certificates
◎ Report Templates

◎ DOES NOT CONTAIN votes

◎ NOT CONNECTED to any

server outside of Memory
Configuration room
9
VCM Ballot (Front)
Timing QR Code/
Marks UV security

NPO
security
Name of
Elections/ Clustered
name of Place Precincts

Instructions to
voter
Signature box
for EB
chairperson

10
VCM Ballot (Back)
Timing QR Code/
Marks UV security

NPO
security

Clustered
Precincts

11
◎ Checks for the presence and
validity of security marks, such as
HOW
timing mark, UV link
◎ If not valid, ballot will be rejected
VCM
◎ Checks configuration in the SD
counts
card if matched with the ballot
serial number indicated in the QR
code
◎ If not matched, ballot will be rejected

12
◎ Checks oval with shade and
determine shade if it reached the
HOW
mark threshold as indicated in
configuration
VCM
◎ If threshold is reached, vote for the
position will be counted
counts
◎ If mark is below the configured
threshold, vote for the position will
NOT BE COUNTED

13
◎ OVERVOTE HOW
◎ If more than the allowed number of
seats for the position is voted (NO
candidate in the position will be voted)
VCM
counts

◎ UNDERVOTE
◎ If less than the allowed number of
seats for the position is voted (ALL
voted candidates will be counted)

14
1. VCM
Parts and
Components
15
VCM Optical Scanner
based on Optical
Mark Reader
(OMR)
technology

Specially
designed for
automating vote
counting from
manually filled-
out ballots

16
 VCM Parts LCD Screen
- Viewing area and
touch screen-
capable for data
LCD and system
Screen
navigation
Cast
Button Ballot Entry Slot
- ballots are
Return
Button
inserted/ returned
thru here

Cast button
Ballot - used to cast
entry slot
ballots
With (ü) mark

Return button
- used to return
ballots
With (×) mark 17
VCM Parts iButton
receptacle
- contact point for
security key
(iButton)
iButton
receptacle
Headphone plug
- used for
headphone/ audio
test and review
Thermal
Paper
compartment Thermal paper
compartment
- used for loading
and reloading of
thermal paper
Headphone
Plug

18
 VCM Parts Ethernet port
- used for
connecting
external device for
results
transmission

Main SD Card
slot
- where the Main SD
card is inserted
Ethernet
Port Backup SD Card
Slot
Main SD - where the backup
card slot SD card is inserted

Backup SD
card Slot

19
 VCM Parts Ballot Diversion
Slot
- slot where invalid
Ballot
Ballot Exit
Diversion
(fake, previously
slot cast, invalid)
slot
ballots are diverted
to

Ballot exit slot

- valid ballots are
ejected after
passing through a
feed mechanism

Speaker
- Audio output of the
VCM
Speaker

20
 VCM Parts DC port
- where the power
supply/ adaptor of
the VCM is plugged
in
Power Button
- used for turning
the VCM On/Of

USB Port Slot

- where the USB
transmission
device must be
inserted

Backup Battery
Port
Backup - where backup
USB Port Power
battery
Slot Button
DC port battery is plugged
port in
21
SD CARD i-BUTTON THERMAL PAPER
A memory card A device that is Paper used for
where the configured and printing ERs and
configuration is assigned to each is placed at the
stored and is VCM VCM Thermal
also used for Printer
data storage

22
USB MODEM POWER ADAPTOR BACK-UP BATTERY
A device used AC adaptor w/ Connected to the
for the 220 volts VCM, in case of
transmission of power disruption
data

23
VCM
Facts
VCM is GENERIC
i.e. any
clustered
precinct ballot
can be counted
by any VCM

SD card
configuration,
ibutton, EB PINS
and ballots
worked as one
(1) group and
cannot be
combined with
other group 24
 VVPAT
Voters Verifiable
Paper Audit Trail

Election Information
(name of election, date,
place, clustered precinct) The voter after
and machine ID
accomplishing the
ballot, feeds the ballot
The voter after
in the VCM
accomplishing the VCM generates
ballot, feeds the ballot VVPAT
in the VCM
VCM generates
VVPAT

Encrypted QR code
containing ballot serial
number and digital
signature

25
2. VCM
Installation

27
Preliminary Procedures
Retrieve
VCM from
box

Check that
VCM slots A &
B are sealed

Place VCM
on top of the
BALLOT BOX
28
Preliminary Procedures

Install Close the

thermal
thermal printer
paper cover

29
 Preliminary Procedures

Retrieve the
battery cables
inside the VCM
box and
connect to the
Battery

30
 Preliminary Procedures
1 2

3 4

31
VCM will display “PLEASE TAP IN
loading screen THE SLOT THE
and Device iBUTTON” 32
Place iBUTTON to “SELECT THE
security PROFILE TO
receptacle AUTHENTICATE” 33
 “THE USER BEI
Select BEI
MEMBER WAS
Member and
AUTHENTICATED
ENTER the
SUCCESFULLY” 34
Select BEI POLL The VCM will display
CLERK and ENTER the MAIN MENU
the SECURITY PIN 35
VCM MAIN MENU
36
3. VCM
Diagnostics
Procedures
37
#Diagnostic
s
The IT-capable
member shall
perform the
following
procedures

38
In the MAIN MENU
Select Diagnostics
39
 Scroll down the
screen and select
Run all 40
1

AUDIO diagnostic
41
If speakers and
headphones tests Press “Done”
are SUCCESSFUL, 42
 CAST/ RETURN
buttons diagnostic
43
 CAST/ RETURN
buttons diagnostic
44
If both buttons are
Press “Done”
WORKING,
45
DATE and TIME
setting 46
ETHERNET diagnostic
47
After testing the Press “Done”
ETHERNET,
48
TRANSMISSION
diagnostic 49
If transmission to
CENTRAL server is Press “Done”
successful, 50
PRINTER diagnostic
51
If the IMAGE is Press “Yes”
correctly printed,
52
POWER diagnostic
53
If power Press “Done”
diagnostic is
successful, 54
TOUCHSCREEN
diagnostic 55
After pressing all Press “Done”
blinking circles,
56
SCANNER diagnostic
57
BALLOT DETECTION
successful = (ü) , unsuccessful =
58
The scanner will perform the following
tests:

○ Distortion test
○ Guide marks
○ Fiducial marks
○ QR codes
○ Grayscale
○ Digital lines

59
PRESS the top Previous = Front
buttons to see… page
60
(+) = zoom-in
image
61
If the image
corresponds to Press “Yes”
physical ballot, 62
If the scanner Press “Done”
passed all the
foregoing tests, 63
USB PORTS
diagnostic 64
Insert the USB Modem in
the UPPER and LOWER
PORT 65
Upon completion the Press “Done”
USB port test,
66
VCM automatically prints the
DIAGNOSTIC REPORT

“PRINT DIAGNOSTIC REPORT”

“GENERATED REPORT”
“SAVING THE REPORT”
“PRINTING THE REPORT”

….will be displayed on the screen

67
4. VCM
OPEN
Voting
68
The BEI member shall select
“Open Voting” button
69
The BEI member shall enter
the authorized password/
70
Printing of
INITIALIZATION REPORT
71
After printing the Press “Done”
report,
72
In the MAIN MENU,
press “Go to 73
The VCM auto print
Press “Done”
the STATUS 74
 Number of
DATE & VCM Status PRECINCT
BALLOTS
TIME (OPEN) code
casts

Ensure that the INSERT BALLOT

screen displays the above details
75
The VCM shall interpret the BALLOT
once it has been fed
76
The vote is being PRINTED,
simultaneously printing the VOTE
77
 Your vote has been cast.

Thank you for voting.

Depositing the …your vote has

ballot in the box... been cast.
78
5. VCM
CLOSE
Voting
79
The CHAIRMAN shall place his/ her
iButton key to display the profile
authentication menu 80
The CHAIRMAN shall enter
his/ her PIN
81
In the MAIN MENU,
select “Close
82
The CHAIRMAN The VCM generates
shall enter TALLY REPORTS
his/ her PIN, RESULTS 83
 1 2

Please, tap in the slot the iButton to be registered.

Cancel

3 4

Please input the role PIN

The Poll Clerk, BEI member and the

CHAIRMAN shall add a Digital Signature to
ERs 84
The VCM will automatically print (8) copies
of NATIONAL returns; (8) copies of LOCAL
returns 85
The VCM will automatically print (22)
copies of NATIONAL returns; (22) copies of
LOCAL returns 86
VOTING PROCESS Press “Done”
has been
87
The VCM will return And is now in
to the Main menu, CLOSED STATE
88
6. VCM
RE-ZERO

89
To access the
Select “Utilities”
Re-Zero option,
90
The CHAIRMAN shall
now Re-Zero the VCM Select “Re-zero”
91
The CHAIRMAN shall
input the Re-Zero PIN
92
Select “Yes” to
proceed the re-
93
Displaying the message “ENSURING THE
VOTE COUNTERS ARE SET TO ZERO…”
94
 Printing report…

Re-zero

The VCM shall print the RE_-ZERO REPORT

95
 The system needs to shutdown

To shutdown the system press the “Ok” button

Ok

Re-zero has been completed successfully

After the printing of Press “Ok” to shut

Initialization Report, down the VCM 96
 thanks!

ANY
QUESTIONS
?

97
FTS Process
Installation

Diagnostics

Open Voting

Close Voting

Re-zero
98
E-Day Process
Installation

Open Voting

Close Voting

Transmission

99
VCM
Troubleshooting
Guide 100
 VCM
“Not turning ON”

101
 VCM –Not turning ON
BASIC TROUBLESHOOTING ESCALATION
POWER TEST • Borrow from other
• Insert power cable to the power adaptor precincts.
properly
• Check if properly plugged to DC port of • Refer to
the VCM Contingency
• Check the electrical socket procedures/ Chain
• Check if power cord is connected to of Escalation
electrical socket
• Check if power cable/ adapter is
dilapidated

BATTERY TEST
• Unplug power cord
• Run VCM using battery backup
• If VCM is working, replace the power
adaptor/ power cord
102
 VCM
“LCD screen not
working”

103
 VCM –LCD screen not
working
BASIC TROUBLESHOOTING ESCALATION
• Check if the 2 LED lights are lit up. If • Borrow from other
LED light is only under DC, press the precincts.
power button to get 2 LED lights to open
LCD • Refer to
Contingency
SOFT RESET procedures/ Chain
• Turn of power button and restart the of Escalation
machine

HARD RESET
• Unplug the power cord from the power
source
• Perform BATTERY TEST

104
 VCM
“Screen is
FLICKERING”

105
 VCM –Screen is FLICKERING
BASIC TROUBLESHOOTING ESCALATION
• Swipe the screen • Borrow from other
Still flickering? precincts.
Proceed to SOFT RESET > POWER TEST
• Refer to
• Check if power cable/ adapter is Contingency
dilapidated procedures/ Chain
Perform BATTERY TEST of Escalation

106
 VCM
“Screen has crack
(damaged)”

107
 VCM –Screen has crack
(damaged)
BASIC TROUBLESHOOTING ESCALATION
• Check the intensity of the damage • If the
If the screen is still viewable TOUCHSCREEN is
can still respond to touchscreen test, not responding,
then refer to
Contingency
• Check if the screen can still respond to procedures/ Chain
touchscreen test, proceed to voting of Escalation
process

108
 VCM
“Election cannot
be opened”

109
 VCM –Election cannot be opened

BASIC TROUBLESHOOTING ESCALATION

• Verify the status of VCM, it should be in • Refer to
the “NOT OPEN” state. Contingency
Procedures/ Chain
• If in the “OPEN” state, proceed to voting of Escalation.
procedures

• If in the “CLOSED” state, you cannot

open the election, unless perform the
RE-ZERO (done only in FTS), which will
revert to “NOT OPEN” state.

110
 VCM
“Election cannot
be CLOSED”

113
 VCM –Election cannot be closed
BASIC TROUBLESHOOTING ESCALATION
• Verify the status of VCM, it should be in • Refer to
the “OPEN” state. Contingency
Procedures/ Chain
• If in the “CLOSED” state, proceed to of Escalation.
closing of election.

• Close the election by ENROLLING all

three (3) digital signatures of the BEI
Officials
• The election cannot be closed in the
absence of any of the three officials.

114
 VCM
“Error attempting
to RE-ZERO
results”

115
 VCM –Error attempting to RE-ZERO results

BASIC TROUBLESHOOTING ESCALATION

• Refer to
• Input the correct PIN Contingency
Procedures/ Chain
• There is only ONE Re-zero PIN and of Escalation.
corresponds to the BEI Chairman’s
iButton
• The VCM is programmed with limited
number of Re-zeroes. RE-zero is done
ONCE after FTS

116
 VCM
“PAPER JAM”

117
 VCM –PAPER JAM

BASIC TROUBLESHOOTING ESCALATION

• Slowly pull the ballot from the BALLOT • Refer to
ENTRY SLOT Contingency
Procedures/ Chain
• Remove the VCM from the ballot box of Escalation.
• If BALLOT is caught at the bottom of
VCM, pull out the ballot gently.
Insert another BALLOT and continue
feeding

• If NO BALLOT is caught at the

bottom of VCM, wobble the ballot
box. Remove its cover and push
down the ballots inside the bin.

118
 VCM –PAPER JAM

BASIC TROUBLESHOOTING ESCALATION

• Check and remove if there is any • Refer to
obstruction in the ballot exit slot of the Contingency
VCM Procedures/ Chain
of Escalation.
• Check and fix the alignment of VCM
ballot slots to the BALLOT BOX SLOT
ENTRY. Check the orientation of the
“metal guide” inside the ballot box

119
VCM Screen Display

BALLOT
Misread

120
 BASIC TROUBLESHOOTING ESCALATION
• Re-feed the ballot and try it in diferent • Refer to
orientation. Contingency
Procedures/ Chain
• Clean the scanner using the official of Escalation.
cleaning sheet

121
 VCM Screen Display

“Scanner cleaning
process cannot be
completed”

122
 BASIC TROUBLESHOOTING ESCALATION
• Take note on the right orientation of • Refer to
the cleaning sheet. Contingency
Use only the cloth part Procedures/ Chain
of Escalation.

123
VCM Screen Display

“Back up memory
could not be
locked”

124
 BASIC TROUBLESHOOTING ESCALATION
• CHECK the following conditions: • Refer to
• The DATE must be MAY 13, 2019 Contingency
• The TIME must be after elections Procedures/ Chain
7:00 pm of Escalation.
• The Backup SD card must be a
WORM card (Write Once, Read
Many)

125
 VCM Screen Display

“Voting Experience
cannot be completed.
Ballot will be returned
A voter receipt is not
printed”
126
 BASIC TROUBLESHOOTING ESCALATION
• End of Roll Indicator – The thermal • Refer to
paper red smudge Contingency
• The VCM will prompt to “shutdown” Procedures/ Chain
of Escalation.
• SHUTDOWN the VCM

• Insert a new thermal paper (without

the COMELEC logo)

• Turn ON the VCM and proceed to

normal process

127
 VCM Screen Display

“Transmission Failed”

128
 BASIC TROUBLESHOOTING ESCALATION
USB Modem • If the same error is
• Make sure the VCM is in CLOSED state experienced,
BORROW USB
• Check the connection of the modem from
USB Transmission Device another precinct.

• Check the SIM card orientation in the • Refer to

USB Transmission Device Contingency
Procedures/ Chain
• Re-insert the USB device either in the of Escalation
low or upper port

129
 BASIC TROUBLESHOOTING ESCALATION
BGAN/ iSAVi • If the same error is
• Check the tightness of ETHERNET experienced,
cable connection. Check internet BORROW a BGAN/
connection iSAVi from another
precinct.
• Clear units from signal attenuation
Face unit to 121° East South East and • Refer to
60° elevation. Use compass for Contingency
accuracy Procedures/ Chain
of Escalation
• Borrow cable from other precinct

130
 VCM Screen Display

“System Clock is incorrect

It is done manually.”

131
 BASIC TROUBLESHOOTING ESCALATION
• Call the attention of all political • If the same error is
representative and show the clock’s experienced, refer
error. to Contingency
• Tap CHAIRMAN’s iButton with PIN Procedures/ Chain
• Go to UTILITIES menu of Escalation
• Select Change Time
• Proceed with election process

132
 iBUTTON/ PIN

“PIN/ iButton is missing.”

133
 PIN/ iButton is Missing
BASIC TROUBLESHOOTING ESCALATION
• Check the VCM box. If possible that it • Although the
may be misplaced inside or caught election may still
between styro protection or packed continue, the
inside other zip locks election cannot be
closed if the PINs
• Check the thermal paper compartment are incomplete.
refer to
• If LOST, you can use the 2 other Contingency
Member PINs for OPEN and CLOSE Procedures/ Chain
voting of Escalation

• If Member’s PIN/ iButton was LOST,

you can use Chairman’s PIN for OPEN
Voting

134
iBUTTON/ PIN

“Wrong PINs.”

135
 Wrong PINs

BASIC TROUBLESHOOTING ESCALATION

• Verify the PINs against the paper • Check if there is a
wherein the password is printed “wrong PIN”, in
other precincts.
• Mistake in packaging. Try to key-in the Refer to
PIN from another VCM kit (where there Contingency
is a wrong PIN incident Procedures/ Chain
of Escalation

136
 iBUTTON/ PIN

“The security key is not

valid
“Wrong iButton”

137
 The security key is not valid

BASIC TROUBLESHOOTING ESCALATION

• Mistake in packaging. Try to key-in the • Check if there is a
iButton from another VCM kit (where “wrong iButton”, in
there is a wrong iButton incident other precincts.
Refer to
Contingency
Procedures/ Chain
of Escalation

138
 SD CARD

“There is no storage
device.”

139
 There is no storage device

BASIC TROUBLESHOOTING ESCALATION

• Turn of the VCM • If the problem
• Cut the tie wraps in the SD card slots persists, please
• Check if the SD card is in the slots refer to
• Eject and insert the SD card Contingency
• Turn ON the VCM and proceed with the Procedures/ Chain
election of Escalation

140
 SD CARD

“Machine initialization has

failed.”

141
 Machine initialization has failed

BASIC TROUBLESHOOTING ESCALATION

• Turn of the VCM • If the problem
• Cut the tie wraps in the SD card slots persists, please
• Check if the SD card is in the slots refer to
• Eject and insert the SD card Contingency
• Turn ON the VCM and proceed with the Procedures/ Chain
election of Escalation

142
 SD CARD

“SD cards cannot be

ejected.”

143
 SD cards cannot be ejected

BASIC TROUBLESHOOTING ESCALATION

• Push the SD card inward • If the problem
• Gently pull it out persists, please
• If not ejected, push it again inwards refer to
• Please do not pull it forcefully Contingency
Procedures/ Chain
of Escalation

144
 BACKUP BATTERY

“Battery is missing.”

145
 Battery is missing

BASIC TROUBLESHOOTING ESCALATION

• Check the kit, there must be one • If there is no
allocated backup battery per VCM backup battery in
other precincts,
• Check in other precincts please refer to
Contingency
Procedures/ Chain
of Escalation

146
 BACKUP BATTERY

“Battery is drained.”

147
 Battery is drained
BASIC TROUBLESHOOTING ESCALATION
• The backup battery icon is colored red, • If problem persists,
there is a need to charge the battery please refer to
Contingency
• When backup battery is connected to Procedures/ Chain
the VCM, it will be charged, but it may of Escalation
take some time

• Check the cable connections, make

sure that the terminals are tightly
connected.

148
 BACKUP BATTERY

“Battery is defective.”

149
 Battery is defective

BASIC TROUBLESHOOTING ESCALATION

• Disconnect the backup battery cables • If problem persists,
from its connection to the VCM please refer to
Contingency
Procedures/ Chain
of Escalation

150
 BACKUP BATTERY

“Battery is not charging.”

151
 Battery is not charging

BASIC TROUBLESHOOTING ESCALATION

• Check the cables • If problem persists,
please refer to
• Check the terminal connections, make Contingency
sure that the connections is tight Procedures/ Chain
of Escalation
• Borrow cables from another precinct
Perform BATTERY TEST

152
 BALLOT

“Validate the number of

ballots cast.”

153
 Validate the number of ballots
cast
BASIC TROUBLESHOOTING ESCALATION
• Make sure that you are in “OPEN” state • If there is a
• Turn OFF the VCM (shutdown discrepancy,
procedure) please refer to
• Turn ON the machine. It will issue a Contingency
status report, that shows the number Procedures/ Chain
of ballots cast of Escalation
• Validate it against the ballot counter
found in the lower part of the LCD
screen

154
 BALLOT

“Invalid ballot detected.”

155
 Invalid ballot detected
BASIC TROUBLESHOOTING ESCALATION
• Press RETURN (red) button • If there is a
• Insert a diferent ballot. If the other discrepancy,
ballot is valid, validate the previous please refer to
ballot that is being cast. Contingency
Refer to the BALLOT ID Procedures/ Chain
of Escalation
• Tap the iButton and go to UTILITIES
The VCM will print STATUS report
• Verify the polling centre against the
ballot

156
 BALLOT

“The scanner self

diagnostic has failed.”

157
 The scanner self diagnostic has
failed
BASIC TROUBLESHOOTING ESCALATION
• The BALLOT inserted is VERY crumpled • Please refer to
or the timing marks were folded. Contingency
Procedures/ Chain
of Escalation

158
 BALLOT

“Paper inserted was not

an original ballot.”

159
 Paper inserted was not an original
ballot
BASIC TROUBLESHOOTING ESCALATION
• Press RETURN (red) button • Please refer to
• Insert a diferent ballot. If the other Contingency
ballot is valid, validate the previous Procedures/ Chain
ballot that is being cast. of Escalation

160
 BALLOT

“Ballot is misread.”

161
 Ballot is misread

BASIC TROUBLESHOOTING ESCALATION

• Feed another ballot in the VCM • Please refer to
• If accepted by the VCM, re-feed the Contingency
previous ballot Procedures/ Chain
• If misread persists, clean the ballot of Escalation
entry slot using the cleaning sheet
(insert it in the right orientation)

162
THERMAL PRINTER

“Not Printing”

163
 Not printing

BASIC TROUBLESHOOTING ESCALATION

• Make sure that the thermal paper • If it will still not
compartment is properly closed print, please refer
• Ensure that the thermal paper is to Contingency
placed correctly on its printable side Procedures/ Chain
of Escalation

164
 THERMAL PRINTER

“Printing out special

character”

165
 Printing out special character

BASIC TROUBLESHOOTING ESCALATION

• Turn OFF the VCM. • If print out is still
• Turn it ON again. the same, please
It will print a STATUS report refer to
Contingency
Procedures/ Chain
of Escalation

166
 THERMAL PRINTER

“The report could not be

printed”

167
 The report could not be printed

BASIC TROUBLESHOOTING ESCALATION

• Check the status of the VCM • If there will still be
• It will not print any Election Returns no printout, please
(ER) if it is in “OPEN” state. refer to
• CLOSE the election Contingency
Procedures/ Chain
of Escalation

168
 thanks!

ANY
QUESTION
S?

169