Where a specific need for new or upgraded technology has been identified under an election management body's (EMB's) overall information technology strategy (see Developing an Overall Information Technology Strategy), the next step is the preparation of 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 will ideally extend past the expected life of the technology. This will enable all of the expected tasks and costs to be identified and will also indicate what tasks and costs can be expected when the technology is due to be replaced or upgraded.
A sample timeline for a technology to be used at a specific electoral event could look like this:
- Identify need for new technology
- Determine that proposed technology is affordable
- Determine that proposed technology is achievable and appropriate to local needs
- Prepare business case, including analysis of costs and benefits and examination of alternative options
- Prepare detailed budget
- Gain approval of all relevant internal and external stakeholders
- Secure necessary funding for the life of the project
- Secure amendment of relevant legislation, if any
- Prepare detailed project management plan
- Prepare detailed specifications of the desired technology
- Publish call for tenders
- Evaluate tenders and select chosen tender
- Negotiate and sign final contract
- Take delivery of prototype system
- Test and evaluate prototype system
- Seek approval of prototype by stakeholders
- Take delivery of production version of system
- Install and test production version of system
- Have independent auditors verify integrity of source codes and escrow source codes as appropriate
- Train users in operation of new system
- Conduct public education campaign if appropriate
- Deploy system in the operating environment
- Ensure back-up systems are in place if necessary
- Operate the system at the electoral event
- Ensure technical and maintenance crews are available during operation to ensure successful conduct of the event
- Back-up data as appropriate
- Conclude electoral event
- Debrief system users and evaluate operation of system
- Prepare proposal to enhance the system if needed for the next electoral event (and repeat any of the above steps needed 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 following topics in this section cover the main milestones in project development and implementation.
