Project plannerReferendum on the UK Parliamentary voting system and Northern Ireland Assembly and local government elections – 5 May 2011Date:Author:Document version:Reviews:Name Role Date Sign-off ()

Contents 1 Objectives and success measures 1

2 Deliverables and tasks 2

3 Dependencies and contact details 22

4 Evaluation 23

1 Objectives and success measuresBefore compiling a detailed list of tasks, the aims of the project need to be established, i.e., what you want to achieve, and what success will look like.

Aims Tools for measuring successRun the polls in accordance with the legislation and the Chief Counting Officer’s (CCO’s) directions

Completion of tasks by deadlines Use of CCO’s resources

A good experience for all voters, with anybody who is entitled to vote able to do so

Feedback from voters Feedback from staff Feedback from organisations with an interest in the voting

process , including disability organisations

Transparency Feedback from stakeholders Any records that could be of interest to stakeholders and

can be made available, are made available Clear audit trail Communications strategy

Professional delivery

Project plan Risk register Management structure Record of project team meetings Contracts in place for any outsourced work Contingency arrangements

Consistency Plans Training schedule and materials Clear management structures and escalation procedures

Accurate results Clear audit trail Postal vote paperwork Ballot paper accounts Verification statements Worksheets Results

Results in which all stakeholders are confident

Record of complaints Feedback from voters, campaigners, candidates and

agents and other organisations with an interest in the polls, including disability organisations

Feedback from staff Minutes of evaluation/review and other relevant meetings No negative media reporting No challenges to the results

1

2 Deliverables and tasksOnce the aims of the project have been established and objectives identified, individual tasks can be planned for and allocated. The plan below identifies a number of deliverables and tasks that must be undertaken, and highlights in blue tasks required to be undertaken at or by a particular time by the statutory timetable. You must also add any additional deliverables or tasks you identify as necessary, including any to reflect your own particular circumstances.

You must send a copy of your project plan to the Electoral Commission’s Northern Ireland office via email by 28 January 2011. You must keep the plan under review, and use it as a tool to monitor your progress against.

Although the Counting Officer and Returning Officer are legally distinct positions, the law requires that as Chief Electoral Officer you will fulfil both roles. We have therefore also included in this template deliverables and tasks relating to the functions of the Returning Officer in order to support you in developing one comprehensive plan that can be used to support you in delivering all of your functions related to the 5 May 2011 polls.

Deliverables

Subject / Sub-deliverables

Tasks Lead officer

Start (by not later than)

To be complete

d by

Done

(√)

Comments

Learn lessons from previous electoral events

Consider processes used at previous electoral events, and feed lessons

Consider outcomes from evaluation of previous electoral events

Consider

2

Deliverables

Subject / Sub-deliverables

Tasks Lead officer

Start (by not later than)

To be complete

d by

Done

(√)

Comments

learned into project planning

experiences of other areas at previous electoral events

Plan for any amendments identified as necessary as a result of these reviews

Prepare plans to support the effective delivery of the polls

Identify project aims and objectives, and plan for the tasks that will need to be undertaken to achieve these

Develop project plan using the CCO’s template

Identify and Develop risk

3

Deliverables

Subject / Sub-deliverables

Tasks Lead officer

Start (by not later than)

To be complete

d by

Done

(√)

Comments

manage risks

register using the CCO’s template

Allocate sufficient resources

Financial Identify projected costs. Once the relevant Fees and Charges Orders have been made, reconcile projected costs for activities against the available budget

Staffing As you identify your staffing requirements, also check the recruitment processes you are intending to follow are robust and comply with all legal requirements (for

4

Deliverables

Subject / Sub-deliverables

Tasks Lead officer

Start (by not later than)

To be complete

d by

Done

(√)

Comments

example, by seeking advice from your HR department)

Project team Assess need to recruit additional support staff

Identify staff for all roles

Develop contingency plans for unplanned staff absence

Staffing requirements for specific processes

Determine staffing requirements for specific processes, including polling station and verification and count staff

5

Deliverables

Subject / Sub-deliverables

Tasks Lead officer

Start (by not later than)

To be complete

d by

Done

(√)

Comments

Write to any staff you have used previously and are considering re-appointing, checking availability

Appoint staff and dispatch letters of appointment

Support staff

Identify support staff

Draw up an escalation procedure for complex enquiries

Appoint support staff and dispatch letters of appointment as

6

Deliverables

Subject / Sub-deliverables

Tasks Lead officer

Start (by not later than)

To be complete

d by

Done

(√)

Comments

appropriate

Provide training to all relevant staff

Training Ensure project team is familiar with elections and referendum framework and legislation, and assess training needs

Identify training needs for all other staff

Prepare training schedule

Prepare training sessions

Training of polling station staff

Training of postal

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Deliverables

Subject / Sub-deliverables

Tasks Lead officer

Start (by not later than)

To be complete

d by

Done

(√)

Comments

vote staff

Training of verification and count staff

Managing contractors/ suppliers

Poll cards/ballot papers/postal ballot packs

Assessment of whether you need to outsource through a cost-benefit analysis

Where outsourcing is decided:

Create a clear specification setting out exactly what is required and by when (see the CCO’s contract management checklist)

Commence

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Deliverables

Subject / Sub-deliverables

Tasks Lead officer

Start (by not later than)

To be complete

d by

Done

(√)

Comments

procurement process or choose a contractor from any existing list of approved contractors

Develop written contract(s) with legal and/or other expert advice

Make contingency arrangements

Document all stages of the production process, including any variations

Make initial contact with Royal Mail

9

Deliverables

Subject / Sub-deliverables

Tasks Lead officer

Start (by not later than)

To be complete

d by

Done

(√)

Comments

Identify and book venues

Polling stations

Conduct an evaluation of the suitability of polling stations

Identify and book polling stations

Make contingency arrangements, including preparing a list of alternative venues and an emergency protocol

Postal vote issue and openings

Identify and book venues

Make contingency arrangements, including preparing a list of alternative venues

10

Deliverables

Subject / Sub-deliverables

Tasks Lead officer

Start (by not later than)

To be complete

d by

Done

(√)

Comments

and an emergency protocol

Finalise layout of the premises, taking into account workflows and IT and security requirements

Verification and count

Identify and book venue

Make contingency arrangements, including considering alternative venues and preparing emergency protocols

Finalise layout of

11

Deliverables

Subject / Sub-deliverables

Tasks Lead officer

Start (by not later than)

To be complete

d by

Done

(√)

Comments

the premises

Appropriate allocation of electors to polling stations

Managing polling stations

Allocate electors to polling stations (taking into account the CCO’s directions on the maximum number of electors per polling station)

Identification of potential integrity issues

Maintain a good working relationship with the police

Make contact with the police

Schedule regular communications

Review previous security arrangements and identify any risks

Make specific arrangements for police presence at

12

Deliverables

Subject / Sub-deliverables

Tasks Lead officer

Start (by not later than)

To be complete

d by

Done

(√)

Comments

polling stations, verification and the count

Security of ballot boxes and ballot papers

Arrange for secure storage, including if there is a break in proceedings

Put in place a system to ensure that ballot papers cannot be interfered with during production and once they are ‘live’

Ensure all necessary equipment and stationery is in place

Stationery/ equipment

Prepare checklist of all stationery/equipment to be used

Check general stock levels and

13

Deliverables

Subject / Sub-deliverables

Tasks Lead officer

Start (by not later than)

To be complete

d by

Done

(√)

Comments

conduct equipment audit

Produce paperwork to be used during the verification and count processes

Prepare ballot boxes and other polling station equipment and forms for collection/delivery

Ensure all official documents are in place

Poll cards Dispatch data to printers (ensuring system is in place to send updates after registration/absent voting deadlines)

Sign-off proofs

14

Deliverables

Subject / Sub-deliverables

Tasks Lead officer

Start (by not later than)

To be complete

d by

Done

(√)

Comments

First dispatch of poll cards

Postal ballot packs

Send data to printers

Sign off proofs

Commence printing (having ensured systems are in place to communicate data updates resulting from late applications), and carry out spot-checks

Ballot papers

Referendum ballot paper prepared in accordance with the CCO’s template and

15

Deliverables

Subject / Sub-deliverables

Tasks Lead officer

Start (by not later than)

To be complete

d by

Done

(√)

Comments

directions for printing

Election ballot papers prepared in accordance with legislation

Dispatch data to printers and sign off proofs

Give print-run estimate

Confirm final print-run

Print ballot papers

and carry out spot-checks

Notices Decide where notices are to be displayed

16

Deliverables

Subject / Sub-deliverables

Tasks Lead officer

Start (by not later than)

To be complete

d by

Done

(√)

Comments

Prepare notices

Registers and absent voters’ lists

Print registers for all polling stations, plus postal and proxy lists

Ensure process is in place for communicating alterations to register on polling day

Run nomination process and disseminate relevant information to candidates

Nomination Prepare nomination packs

Arrange informal checks of nomination papers

Decide on

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Deliverables

Subject / Sub-deliverables

Tasks Lead officer

Start (by not later than)

To be complete

d by

Done

(√)

Comments

and agents for the elections

methods for collecting deposit

Prepare and deliver briefing session

Disseminate relevant information to referendum campaigners

Prepare and deliver briefing session, using the CCO’s template

Publish notice of election and notice of referendum

Print, display and upload to website Not later than Friday 25

March 2011

Deadline for the notification of appointment of referendum agents

Print, display and upload to website notice of appointment of referendum agents

Thursday 7 April 2011 (noon)

18

Deliverables

Subject / Sub-deliverables

Tasks Lead officer

Start (by not later than)

To be complete

d by

Done

(√)

Comments

Close of nominations and deadline for withdrawals of nomination for elections

Make final determination on validity of nominations as appropriate

Finalise election ballot papers

Thursday 7 April 2011 (1pm)

Deadline for notification of appointment of election agents

Print, display and upload to website notice of appointment of election agents

Thursday 7 April 2011 (1pm)

Publication of statement of persons nominated for Assembly and local government elections

Print, display and upload to website Thursday 7 April 2011

(6pm)

Publish notice of poll Print, display and upload to website Friday 8 April 2011

Deadline for applications for absent

Send updates to printers

Monday 11 April 2011 (5pm)

19

Deliverables

Subject / Sub-deliverables

Tasks Lead officer

Start (by not later than)

To be complete

d by

Done

(√)

Comments

votes

Registration deadline Obtain data of registrations under the 11-day rule

Thursday 14 April 2011

Deadline for late absent vote applications on the grounds of unforeseen illness

Ensure no applications are accepted after this time

Thursday 21 April 2011 (5pm)

Manage the absent voting process

Postal vote issuing process

Commence first issue of postal ballot packs by 18 April, plus further issues as circumstances demand.

Opening sessions

Confirm number and timing of opening sessions

Inform

20

Deliverables

Subject / Sub-deliverables

Tasks Lead officer

Start (by not later than)

To be complete

d by

Done

(√)

Comments

referendum agents, election agents and postal voting agents of opening sessions, giving at least 48 hours’ notice

First opening of postal votes

Final opening of postal votes, and completion of matching

Publish notice of alteration to the register

Issue poll cards and postal votes to those included in this alteration as appropriate Tuesday 26 April 2011

Deadline for notification Provide secrecy Tuesday 26 April 2011

21

Deliverables

Subject / Sub-deliverables

Tasks Lead officer

Start (by not later than)

To be complete

d by

Done

(√)

Comments

of appointment of polling and counting agents

requirements

After the declaration of result

Display/publish results

Arrange for collection of any equipment that may need to be removed

Seal and store the referendum materials as required by law and in the manner specified by the CCO

Pay fees to all staff involved

Review meeting

22

Deliverables

Subject / Sub-deliverables

Tasks Lead officer

Start (by not later than)

To be complete

d by

Done

(√)

Comments

with stakeholders to obtain feedback

Complete and submit data returns

Submit accounts

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3 Dependencies and contact detailsThe delivery of the polls is dependent on the following internal and external service providers:

Department/ Service/ Company/

Contact name

Phone number Email address

Internal service providers

E.g. IT support team, Print services, HR…

External service providers

E.g. software supplier, hardware supplier, printers, specialist stationery suppliers, Royal Mail…

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4 EvaluationThis template can be used to inform the evaluation of the elections and referendum or, if you have not yet reviewed your last electoral event, to inform that review. It should be adapted to ensure that it reflects the main deliverables and tasks, and assesses whether the stated objectives have been met. The outcome of this evaluation can then be used to inform the planning for the next electoral event.

What worked well

Objectives met?

Issues to be addressed

Action To be completed by (date)

Responsible officer

Project planningE.g. timeliness of delivery, adequacy of task allocationAdequacy of polling places/stationsE.g. in relation to location/accessibility/size, response to any concerns arising from evaluation of suitability of polling stationsEquipment and stationeryE.g. stock levels

25

PrintersE.g. quality, timescales, price, communicationSoftware performanceE.g. Performance of software, identification of any changes required to ease processing, supplier’s response to any issuesManagement of contractorsE.g. Performance of contractors: communication, effectiveness of contracts, value for moneyRecruitment and training (temporary and permanent)E.g. Was the training effective and were the staff efficient?Processing/handling of queriesE.g. Adequacy of FAQs, complaints recording

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processResourcesE.g. staffing levels, availability of resourcesSecurity/IntegrityE.g. any problems that arose, comments/feedback from policeVerification and count arrangementsE.g. suitability of venues and layoutPostal votingE.g. did all those who requested a postal vote receive oneNominationsE.g. feedback from candidates and agents on process and provision of informationCommunicationE.g. methods used for communicating information about the referendum and elections and the voting process. Did voters

27

understand the process?Summary of feedback E.g. feedback received from voters and other stakeholders, including verbal feedback or through a structured survey

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Findings of the reviewAims Tools in

measuring success

Achieved ()

Comments/ supporting evidence

Run the polls in accordance with the legislation and the Chief Counting Officer’s (CCO’s) directions

Completion of tasks by deadlines

Use of CCO’s resources

A good experience for all voters, with anybody who is entitled to vote able to do so

Feedback from voters

Feedback from staff

Feedback from organisations with an interest in the voting process, including disability organisations

Transparency Feedback from stakeholders

Any records that could be of interest to stakeholders and can be made available, are made available

Clear audit trail Communications

strategy

Professional delivery

Project plan Risk register Management

structure Record of project

team meetings Contracts in

place for any outsourced work

Contingency arrangements

Consistency Plans Training schedule

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and materials Clear

management structures and escalation procedures

Accurate results Clear audit trail Postal vote

paperwork Ballot paper

accounts Verification

statements Worksheets Results

Results in which all stakeholders are confident

Record of complaints

Feedback from voters, campaigners, candidates and agents and other organisations with an interest in the polls, including disability organisations

Feedback from staff

Minutes of evaluation/review and other relevant meetings

No negative media reporting

No challenges to the results

30