The different technology systems that can be used for electoral purposes are many and varied (see Types of Technology With Electoral Applications). Many of these systems have the capacity 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 (see Developing an 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.
The are numerous advantages to avoiding the duplication of data. It can significantly reduce staff costs by removing the duplication of effort required to enter data several times. It also reduces the risk that contradictory or out-of-date data can be held by the EMB.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 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 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, as attention has to be given to all the affected integrated systems rather than just one. System failure in one system may also lead to widespread failure in integrated systems, another problem that does not occur in stand alone systems. However, in many cases the advantages of integrated systems outweigh the costs.
Systems compatibility
Related to integration is the issue of systems compatibility. For data to be shared 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 (indeed 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 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 used 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 2-3 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. (See System Library and Distribution for further detail on managing this process.)
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.
