Introduction
Strategic planning implies an organised allocation of resources towards objectives; the
development of detailed plans for procurement, distribution and recovery of materials;
minimising risks in material supply; and the ability to adjust to changing needs and situations.
One of the failings of elections in many countries is that materials management is not given
sufficient priority at the front-end of the electoral planning process. This failure typically results
in unnecessary costs and delays. For example, lack of advance planning may result in shipment
by air rather than by sea, which generally increases costs by 30%.
Another common failing is the initiation of procurement in isolation from other aspects of
electoral planning, or without adequate expertise and access to the full information required to
plan effectively for material supply. As a result, inappropriate materials may be procured, or
distribution may be disorganised, which will adversely affect electoral proceedings and reduce
public confidence.
It is also important that procurement remains linked to overall electoral planning, so that any
changes in timing, location or process which affect material needs, are known as early as
possible.
Good materials management includes the development of simple, effective procedures for
material handling; it also makes provision for training of registration and polling station staff,
and should be linked to broader voter education.
Specialist Assistance
The expertise required for effective material support of elections may require contracting
specialised assistance in some areas. In determining these requirements, the electoral manager
should assess its capacity in the following areas.
Planning and Management
- knowledge of strategic planning
- budgeting and financial management skills
- scheduling and training skills
- experience in materials management
- ability to establish material control systems and tracking procedures - in simple terms to
always know how many of the item were ordered, how they were distributed, who is in control
and who is accountable for that item in the event of a challenge
- capacity to establish
effective links between material supply and overall electoral planning, including legislative
processes and voter education
Procurement and Logistics
- ability to source and procure nationally and internationally
- knowledge of local production capacity and suppliers
- knowledge of security features and the ability to produce accurate specifications
- knowledge of the local environment and capacity of registration or polling station staff
- ability to assess and use census data and electoral planning information to establish material requirements
- expertise in local and international shipping and packaging and local customs procedures
- knowledge of national and international procurement regulations
- knowledge of
local transportation and warehousing capacities and suppliers
Analysis of Requirements
The importance of selecting appropriate materials and correctly defining quantities cannot be
stressed too highly. Inappropriate materials lead to loss of voter confidence. Excessive ordering
is costly, and a shortage of materials can may affect the credibility of election results.
Material needs should be determined well in advance of an electoral event. Key information
required for the appropriate selection of materials and accurate definition of quantities includes:
- the most accurate census data, registration and demographic data available
- the
location of each registration and/or polling station
- the overall budget available for
supplies and any restrictions or conditions to funding from donors
- the materials needs, prior to registration or voting, for training and voter education
- the storage and transportation capacities in all regions
- the communications links
available for material tracking
- the procedures to be used for registration, vote counting
and the tabulation of results
- the details of the tracking system to be used to control
supplies and produce an audit trail for sensitive materials in particular
- legislative provisions
Legislative Provisions
Electoral law dictates many aspects of material supply. Legislative provisions determine the
number of eligible voters but may also specify many other factors affecting material supply,
including:
- the registration and voting processes to be used
- the size and type of ballots, ballot
boxes and registration cards
- provisions for advance polls, mail-in or absentee voting,
and proxy voting
- a limit to the number of voters per polling station
- hours of
operation of polling stations
- the location and procedures for vote counting
- procedures for handling sensitive materials, including storage and disposal
- the
time frame and budget for elections
- the status and responsibilities of an Electoral Commission
Training and Voter Education
Proper use of materials, and their acceptability to the voting public, requires effective training
and successful voter education. Good staff and the best equipment will not necessarily produce
good results if training in the use of complex equipment is not adequate.
Planning should include provision for the supply of training materials, and advance distribution
of these materials as required for training of election officials, voter education and briefings for
election observers.
Simple procedures and clear instructions are the keys to success. These should be developed and
tested at an early stage. Training materials should be distinct from actual supplies, for security
reasons. The costs of these materials can be minimised; for example, prototype ballots and
tracking forms can be printed on ordinary paper. In some cases so can ballot papers - it depends
on the legislation and local situation.
In the case of key materials and equipment, supplier representatives should be present to assist
with training or pilot-testing of materials.
In some cases, by-elections or advance polls may provide an opportunity to introduce new
materials or try new processes in a limited environment, and reduce the need for dry-runs or
pilot testing.
