The first step in computerising an election involves determining your
needs. Election officials
should consider the motivations for computerization, the availability
of
up-front and ongoing
funds, public attitudes about and familiarity with computer technology,
the existing laws
concerning voting procedures, and other constraints. In addition, it
is
important to consider
cultural expectations about voting, how voters with special needs will
be accommodated, and
existing physical infrastructure including reliability of electrical
power supply and
telecommunications links. Finally officials should reflect on their
motivations and goals and
determine what criteria they will use to measure the success of their
computerization efforts.
Electoral administrators should consider the following issues when
conducting a needs analysis
for an automated system.
- Will the automated system increase the accuracy with which a task
can be completed?
- Will it result in fewer full-time staff being employed or reduce
the
need for temporary staff?
- Will it reduce the stress on key election staff?
- Will it improve the staff's job satisfaction through reduction of
repetitive work?
- Will it improve the quality of the results of a particular
task?
- Will it reduce the amount of time it takes to complete a task?
- What training will be necessary for staff to use the automated
system?
- How long will it take to install and test the automated
system?
- Does the automated system introduce new opportunities for fraud or
new security concerns?
- Will power or telecommunications outages or equipment failures
impact any time-critical
election tasks if the automated system is used? If so, what backups
can
be put in place to deal
with such outages and failures?
- Will additional power or telecommunication links be needed?
- Will the automated system increase or reduce storage space
requirements?
- How much will the automated system cost initially?
- How much will the automated system cost to maintain?
- What is the life expectancy of the equipment?
- What improvements will be noticed by the electors? the candidates?
the parties?
- Will the automated system be able to adjust to changing needs over
the next several years?35
Law and Regulations
The electoral administrator must ensure that during the electoral
process all electoral laws and
regulations are followed. Careful and objective analysis needs to be
undertaken to ensure
that any equipment purchased will perform in accordance with relevant
laws and regulations.
Internal Requirements
The electoral authority may have its own internal requirements that
must
be observed. Such
requirements might include using a competitive bidding procedure to
award contracts for
equipment and services and making sure equipment contracts include
standard warranty
arrangements.
Specifications and Performance Guarantees
Specialist advice should be sought on drawing up appropriate
specifications and performance
guarantees. It is important to sufficiently specify your needs, while
not creating specifications
that are virtually impossible to fulfill.
Assessing the Impact on Staff and Internal Organisation
Equipment is of no use if people on your staff do not have the skills
necessary to use it.
Sometimes staff can be trained to use new equipment. However, current
staff may lack
fundamental skills that cannot be taught in a few training sessions.
Equipment is often expensive and savings need to be obtained to justify
the cost. What will the
effect be on the staff? Will the reduction in stress alone be
sufficient to justify the cost? Will
significant parts of some staff's workload be taken away? Who will
have
more time and how
will it be used?
Candidates and Parties
These are key players in the electoral process. Keep them advised as to
equipment changes.
Explain what is happening and what the effect will be on them. Involve
them particularly in
explaining security and transparency issues and how these will be
achieved.
The Electorate
If the equipment introduced is going to result in changes for the
electors such as to the method of
voting, then voter education and information must be a priority. Like
parties and candidates, the
confidence of the electorate in computerised systems is essential.
