Managing the variety and quantity of materials needed by an election management body (EMB) to perform its functions is a large and complex task that is also well suited to computerisation.
Software can be used to identify:
- types of materials needed
- quantities of materials needed
- where materials are stored
- where materials are to be used
- what materials are available and what materials need to be ordered
Software can be used in the procurement process, not only to determine quantities required and time lines for supply but also to assist with contract management. Software can be used to develop tender documents and contracts and to assist with the decision-making process. Software can be used by tender evaluation panels to assess the merits of tenders and to ensure that tenders are evaluated equally.
Software is also particularly useful for inventory control. Where large quantities of material are stored in warehouses or storerooms, it is important to keep track of what materials are stored where. Software systems can perform this task much more effectively than a manual system.
Software can also be used to keep track of distribution control and transport control. This is particularly important where material is dispatched to geographically dispersed locations, such as regional centres or polling places.
