There are a number of different technology systems that can be used for electoral purposes. Many of these systems have the capacity to share common data and common software. The power of technology can be amplified if these systems are integrated and compatible with one another.
The best way to achieve this is to include these two elements in the organisation's overall information technology strategy. This strategy can be used to ensure that compatible hardware and software is purchased throughout the organisation for the various systems in use.
Systems integration
Most electoral computer systems are dependent on data. Much of the information held by election management bodies (EMBs) is used for more than one purpose. For example, lists of electorate names are used for voter registration, ballot design, polling place management, staff assignment, candidate nominations, election results and so on.
By integrating the various systems used by EMBs, it is possible to minimise data entry and maximise data accuracy by ensuring that particular kinds of data are entered, stored and maintained in only one location. Thus a data file containing lists of electorate names can be entered and maintained by the staff responsible for redistricting and shared by all other applications that need to use that data file. The same principle can be applied to any data file in an integrated system.
There are numerous advantages to avoiding the duplication of data. It can significantly reduce staff costs by removing the effort required to enter data several times. It also reduces the risk that contradictory or out-of-date data are held by the EMB.
Another benefit of systems integration is that, for the user, the differences between the various systems may be smaller than for separate stand alone systems, and in some cases the differences might be invisible. Systems can be integrated to the point where, as far as the user is concerned, there is only one system. This can reduce training costs and increase productivity.
System integration and the sharing of data by various systems has some risks. The integration needs to be carefully planned and documented, so that changes in one system do not have unintended consequences in others.
The amount of work needed to change an integrated system tends to be greater than for stand alone systems. Integrated systems are also susceptible to widespread failure if trouble occurs in one part of the structure—another problem that does not occur in stand alone systems. However, in many cases the advantages of integrated systems outweigh the costs.
Systems compatibility
Systems compatibility is related to the issue of integration. In order to share data between systems and for users to have access to seamless systems with common interfaces, the various systems must be compatible. In this context, compatible means sharing compatible hardware, operating systems and software.
One way to ensure compatibility is to use hardware with common operating systems and capabilities, often by purchasing all hardware from one supplier, and at the same time to use integrated software suites from the one supplier. While this approach can lock an EMB into a long-term relationship with a particular set of suppliers, thereby reducing the opportunity for achieving savings by competition, it maximises the compatibility of the various components of the systems.
Another advantage of using compatible systems throughout an EMB ( or throughout a wider set of government agencies if appropriate) is that it has the potential to significantly reduce maintenance and upgrade costs. Where systems are common, technical staff will need to be familiar with a smaller set of hardware and software than if a wider variety of systems were in use. Economies of scale can also result where the same hardware and software is purchased in bulk.
Training costs are also reduced if various systems are compatible. In particular, if all software in use is from the same supplier, common commands and processes will generally apply throughout, thus making it easier for users to be trained and become accustomed to them.
Compatible software is useful even where systems are not integrated. Use of compatible software ensures that various kinds of files such as word processing documents, spreadsheets, data files and email can be shared between staff in various locations without any concerns about data conversion or inability to read others' files.
An issue to keep in mind is compatibility between different versions of the same item of software. Software is regularly upgraded, many on average every two to three years. Between major upgrades, minor upgrades or “service packs” can be released, mainly intended to correct problems or bugs. It is important to manage this process, known as “version control”, to ensure that all users are equipped with the same version of the software. If different users have different versions, compatibility problems can arise, even within the same software.
Efficiencies can also be gained by choosing systems that are compatible with external agencies. Some governments have adopted whole-of-government technology standards that enable the benefits and economies of scale of using common systems to be realised across a range of agencies.
