When a new system is being considered to replace another, an evaluation is needed
to assess the impact of the change on all stakeholders. Once the system is adopted, the
transition phase needs to be carefully managed to ensure that problems do not occur and
that all functions can continue to be effectively carried out.
These are some strategies that can be used by electoral administrators to minimize the
negative impact of new systems, new technology and changes on electoral processes:
- Allow plenty of time for implementation and avoid starting implementation
too close to election day
- Keep in mind that implementation of a new project often takes longer than
expected
- Plan for new systems to be finished well before the earliest possible election
date and enforce cut off dates after which no system changes are allowed
- Have alternatives ready to be implemented in case the new system cannot be
used for whatever reason
- Manage information about the technology and changes so that stakeholders
do not have unrealistic expectations and do not impose impossible deadlines
- Avoid imposing a new, untried or unsuitable technology
- Schedule enough time to thoroughly test new systems
- Provide training for staff and users as needed, aiming at building local capacity
and sustainability
A system implementation schedule can be influenced by whether there is fixed term or
variable term election systems. With fixed term elections, implementation schedules can
be set around a known election date while with variable term elections, new systems should ideally be in place and ready to go before the earliest likely date for the election.
However, election calendars are not always set in stone and due to unforeseen activities
elections could suddenly be called for in the middle of an on-going voter registration
process, and EMBs may have to prepare for the use of both new and old voters cards
simultaneously for casting the ballots.
