After an election management body (EMB) has identified a need for a new or upgraded technology, the next step is to prepare a project development and implementation strategy.
Project development and implementation timeline
A project development and implementation strategy can be mapped out using a project timeline.
The project timeline ideally extends past the expected life of the technology. This enables all of the expected tasks and costs to be identified and also indicates what tasks and costs can be expected when the technology is due to be replaced or upgraded.
Here is a sample project timeline for a technology to be used at a specific electoral event:
- identify the need for new technology
- determine that the proposed technology is affordable
- establish that the proposed technology is achievable and appropriate to local needs
- prepare a business case, including an analysis of costs and benefits and examination of alternative options
- gain approval by all relevant internal and external stakeholders
- obtain the necessary funding for the life of the project
- secure an amendment of relevant legislation, if any
- produce a detailed project management plan
- prepare detailed specifications of the desired technology
- publish a call for tenders
- evaluate tenders and select chosen tender
- *negotiate and sign a final contract
- take delivery of the prototype system
- test and evaluate the prototype system
- seek approval of the prototype by stakeholders
- receive the production version of the system
- *install and test the production version of the system
- have independent auditors verify the integrity of source codes and escrow source codes, as appropriate
- train users in the operation of the new system
- conduct a public education campaign, if appropriate
- deploy the system in the operating environment
- ensure that the back-up systems are in place, if necessary
- operate the system at the electoral event
- make certain that technical and maintenance crews are available during operation to ensure successful conduct of the event
- back up data as appropriate
- debrief system users and evaluate the operation of system
- prepare a proposal to enhance the system, if needed for the next electoral event (and repeat any of the above steps necessary to seek approval and funding for such enhancements)
- maintain the system as appropriate
- implement any approved enhancements
- repeat the above steps for operation and evaluation of the system at the next electoral event
The main milestones in project development and implementation of new technology are:
- specifications and development process
- testing process and implementation process
