VCM and CCS

OperationalGuide
January 29- February 1, 2019
(Century Park Hotel)
VCM
Contingency
Guide 2
 DURING THE CONDUCT
OF FTS
“The VCM box has not been
delivered during the FTS.”

3
 CONTINGENCY PROCEDURE IF:
• Immediately call the ELECTION OFFICER • If the NCC determine
• Likewise, call the National Command that the box will not
Center (NCC) arrive –reschedule
the FTS to a date not
later than Election
day, with notice to:
• EB
• Political Parties
• Candidates
• Citizen’s arm

4
 DURING THE CONDUCT
OF FTS
“The VCM box has missing
items during the FTS.”

5
 Missing FTS Ballots

CONTINGENCY PROCEDURE IF:

• Note in the Minutes • NO FTS BALLOT AT
• Proceed with FTS using available FTS ALL:
ballots • Call EO
• EO will move conduct of
FTS on Election Day
• 2 hours before opening of
polls
• Three official ballots only

6
 Missing lacking items

CONTINGENCY PROCEDURE
• i.e. Security seal/Sealing Sticker, tie wrap,
cleaning sheets, thermal paper, marking
pens, checklist, headset, battery cable, USB
modem or sim cards
• Announce to the watchers the FTS will
proceed
• Inform DESO-TSS about lacking items
• To report to NTSC

7
ELECTION DAY AND FTS

“VCM Malfunctions.”

8
 Malfunction on Election Day and FTS

CONTINGENCY PROCEDURE
• Step 1: Call DESO-TSS to solve the issue

• Step 2: Look for cause of malfunction and solve

• Step 3: If can’t solve, report the incident to the

NTSC and Election Officer

• Step 4: Attempt to troubleshoot the VCM with

the help of NTSC support personnel

• Step 5: After sixty (60) mins. of failure, NTSC will

authorize EO for deployment of contingency
VCM replacement

• Step 6: Retrieve the contingency VCM from

hubs and bring to the polling place
9
 Malfunction on Election Day and FTS

CONTINGENCY PROCEDURE
• Step 7: DESO__-TSS perform replacement
procedure
• Step 8: While waiting, EB will announce to the
voters casting that they:
• a. to proceed in casting their votes by shading
their ballots
• b. wait for the VCM malfunction to be resolved
or the replacement VCM to arrive.

10
SD CARD MALFUNCTION
AND FAILURE
“Two SD cards failed”

11
 Failure of Main and Back-up SD card

CONTINGENCY PROCEDURE
• Call DESO-TSS
• DESO-TSS will troubleshoot the VCM
• If cannot solve, report to the NTSC and perform
procedures advised by the NTSC support
personnel
• If still unsolved, EO deliver contingency SD card
• If main SD card is defective: remove the sd card
while VCM is off and replace with contingency
• If back-up SD card is defective: follow same
procedure above.
• If both SD cards, DESO-TSS report such fact
NTSC and the EO concerned.

12
INCORRECT DATE OR TIME

“Date/Time of the Elections

reflected on the ERs and other
reports are incorrect.”

13
 Incorrect date/time in the ER

CONTINGENCY PROCEDURE
• Inform watchers of the correct date and /or
time
• Note in the Minutes
• Informed the watchers
• Thereafter, correct date and/or time of the
VCM

14
 PRINTER MALFUNCTION

“In case the printer does not print.”

15
 Printer does not print

CONTINGENCY PROCEDURE
• Call DESO-TSS
• Determine the cause of the problem and solve
it
• If still unsolved, report the incident to the NTSC
to ask for the proper solution.
• If still persists, follow procedures shall be
observed:
• After voting – use VCM of nearby precinct
utilizing main/back-up sd cards and iButtons of
VCM with defective printer for the printing of
the Ers and other reports.

16
 MISDELIVERY OFFICIAL
BALLOTS
“Misdelivered Official Ballots.”

17
 MisdeliveredOfficial Ballots

CONTINGENCY PROCEDURE
• Call the EO
• Verify with the Treasurer’s office of misdelivery
of Official Ballot.
• If misdelivered within same
city/municipal/district, EO shall direct
City/Municipal Treasurer to resolve the issue.
• EO will report to the NCC
• If misdelivered to different city/municipality, EO
report tha matter to NCC for proper disposition.

18
 POWER FAILURE

“Power failure on Election Day.”

19
 Power failure on Election Day

CONTINGENCY PROCEDURE
• Ensure VCM connected to the battery
• Report the power failure to the EO
• Inquire from local electric provider on duration o
f power interruption
• If power cannot be restored by 5:00 PM of
election day, EO will provide lighting facilities.

20
 BATTERY PROBLEMS

“Battery Discharged after FTS.”

21
 Battery been discharged after FTS

CONTINGENCY PROCEDURE
• If there’s power in the polling center, connect
the battery to the VCM and charge it.
• In case there’s no power, notify the DESO-TSS
• DESO-TSS will then report to the NTSC and EO

22
 RE-TRANSMISSION
FAILURES
“Failure of Re-transmission after
Three Attempts.”

23
 Re-transmission failed after three (3)
attempts
CONTINGENCY PROCEDURE
• Call DESO_-TSS
• Determine cause of the problem
• Solve it depending on the transmission media
available
• If cannot solve, report to NTSC
• DESO-TSS will attempt to troubleshoot the
transmission failure with the helps of NTSC
support personnel

24
 Re-transmission failed after three (3)
attempts
CONTINGENCY PROCEDURE
• IF PROBLEM IS TRANSMISSION DEVICE: REMINDER:
Request transmission device from any of the other When transporting
polling places within same voting center that VCM/ ballot box/ SD
finished transmission
card, invite watchers to
• IF FAILURE STILL PERSISTS:
escort the same.
Transport the VCM to nearest Voting Center
• IF STILL FAILS IN NEAREST VOTING CENTER:
Transport the VCM to the canvassing venue for
another re-transmission.
If re-transmission fails, BOC chairperson upload the
data from the main SD card to the CCS laptop.

25
 WRITE-PROTECT
MALFUNCTIONS
“VCM doesn’t protect the data.”

26
 VCM doesn’t protect the data

CONTINGENCY PROCEDURE
• Verify if the date and/or time of the VCM is
correct.
• Call the DESO-TSS to report the problem
• DESO-TSS will call the NTSC and perform
procedures given by the NTSC.
• If not, change it into correct date and/or time
and proceed to execute the write protect
function of the VCM.
• Check that the SD card is inserted in Slot A and
the backup SD card is inserted in Slot B.

27
VCM SHUT DOWN PROBLEM

“VCM doesn’t shut down.”

28
 VCM doesn’t shut down

CONTINGENCY PROCEDURE
• Hard press the power button.
• Remove the power adaptor from the outlet.
• Disconnect the battery from the VCM.

29
COMMUNICATION PROBLEM

“In case no DESO-TSS in place.”

30
 NO DESO-TSS in place

CONTINGENCY PROCEDURE
• Inform the DESO the absence of the DESO-TSS
• DESO will inform EO about the absence
• EO will designate substitute

• WHAT IF DESO-TSS CANNOT

COMMUNICATE/REPORT TO NTSC? NTSC
CANNOT BE REACHED?
• DESO-TSS to contact DESO
• DESO to contact NTSC
• NTSC to contact DESO-TSS or DESO assigned
in the voting center.

31
 NATURAL AND MAN-MADE
CATASTROPHES
“In case of Catastrophe, Fire, Flood,
Earthquake and others on E-day.”

32
 Natural and Man-made Catastrophe

CONTINGENCY PROCEDURE
• Secure all equipment, election forms, and
supplies.
• Inform all watchers present of the transfer or
suspension of voting and counting
• Proceed with security personnel to safer place

• NOTE: Report the same to EO through DepEd

Polling Center Supervisor

33
 Natural and Man-made Catastrophe

CONTINGENCY PROCEDURE
• IF THERE IS SABOTAGE, ROBBERY and OTHER NOTE: While looking for
SIMILAR CIRCUMSTANCES: lack items, always
• Check all equipment, forms, and supplies announce to the voters
• Report to the local PNP for proper that they have option to:
documentation • Wait for the problem to
• Call the COSC/NTSC , through their DepEd be resolved
Polling Center Supervisor or EO, to inform about • Shade their ballots
the missing items. which shall be batch-
fed before closing
polls.

34
 thanks!

ANY
QUESTIONS?

35