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3 May 2012

Digital Democracy Team

1. PROJECT PROPOSAL

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TITLE & PROJECT TYPE

Title:

• Implementation of polling-place Internet voting in the next general election (2015)–Sheffield City.

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Project Type

• Implementation of electronic Internet polling-place voting system.

Implement electronic hardware and cloud technologies

in the next general election in Sheffield City – 2015.

AIM & OBJECTIVES

1. Develop solutions for electronic hardware.

2. Design solutions for software.

3. Identify and evaluate public perception.

4. Increase integrity and credibility.

5. Increase the number of voters.

6. Reduce the cost of running elections.OB

JEC

TIV

ES

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AIM >>

BACKGROUND

• Polling-place internet & Internet voting

• Fraud in remote internet & Impossible to establish effective governance to protect the integrity (Brack and Noble 2001).

• Establish 100% E-Government.

• Implement Remote Internet voting in the near future.

• Serve as data collection method for public perception in voting.

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STRATEGIC PLAN

Long-term Plan Remote Internet voting and 100% E-Government

RELA

TIO

NS

HI

P

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• Project will act as an intermediary stepping stone towards strategic plan.

• By establishing polling-place Internet voting in Sheffield, it serves as part of an overall strategy to gain insights into public behavior towards voting using electronic hardware and software.

• From this project, it is hope to form a firm foundation towards long-term strategic plan.

OUTCOMES & SCOPE

Project Outcome

• Establish successful solutions both hardware and software for polling-place Internet voting.

• Improve the number of voters and increase integrity of voting process.

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Project Scope and Possible Execution

• Implementation will be executed in Sheffield city as testing for nation wide roll out.

TIMELINES & MEASUREMENT

Timelines• Implementation will take affect in the next

general election in 2015.

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Measurement & Evaluation Sheffield city census to collect public and voters

feedback.

Comparison of overall implementation budget against budget of last election.

Must achieve higher voters turnout.

Benchmark speed of vote counting versus last election.

2. MANAGEMENT STRATEGY

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10

PRINCE2

Agile

Management

Strategy

Overa

ll

Pro

ject

Hard

ware

&

Soft

ware

S

olu

tion

3. BUSINESS CASE

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Benefits

E-democra

cy

Accuracy

Cost saving

Profit through

partnershipIncreases number of voters

Disabled and non-English lang. people

Time saving

Less clerical work

Easier voting &

more satisfaction

1. Easier Voting

2. Accuracy

3. Voting Integrity

4. Cost Reduction

5. E-Government• Identify and evaluate public

perception and reaction to polling-place Internet voting.

• Increase integrity and credibility in the next general election.

• Increase the number of voters in the next general election.

6. Etc.

BENEFITSLO

NG

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BUDGET1. Machines:

• 3 voting machines / station• Plus 1 for disabilities

2. Maintenance Plan: • Replace spared in 30 min.

3. Network and cloud server: • 24/7 support

4. Labour & Consultancy: • PM, Trainers and Staff

5. Insurance: • 5% of total project

6. Campaigning & Awareness Plan: • 15% to introduce the new

term of technology7. Storage and Logistics contract:

• 1 year for warehousing• Logistic for machines

8. Network and information security service

Estimate Budget: £3,900,928.46

Last Budget: £5,000,000.00

(Sheffield City Council 2010)

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Machines38%

Maintenance plan24%

Network and

cloud server

0%

Labor & Consul-tancy 11%

In-suran

ce5%

Cam-paigning

& Aware-

ness plan13%

Informa-tion and Network Secuirty

Plan3%

Storage and logistics con-tract5%

4. RISK ASSESSMENT

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RISK ASSESSMENT FRAMEWORK

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Risk Assessment

COMMON ISSUES

• Security :

• Contract with high reputation network and information security .

• Language:

• Customize the system to support European languages and other common languages used in Sheffield .

• People with disabilities:

• Install a special machine at every polling station.

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5. DETAILED PLAN

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DETAILED PLAN TIME LINE

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Contact Project Manager

10 Apr – 23 Apr

Produce Project Plan

24 Apr – 7 May

Product Business Case

8 May – 21 May

Risk Analysis8 May -21 May

Contact Staff14 May – 25 May

Awareness Campaign22 May - 2 July

Train Staff28 May – 8 June

Kick-off5 Apr

Finish 21 July

Today3 May 21 May 2 July

Approve the project by Government authorities

11 May

Approve any new updates by the governmental

authorizes24 May

End registration day

6 July

Election day

20 July

* Please see more details in the Detailed Plan file.

4 M

ON

TH

S

Get Feedback9-20 July

6. ENVISIONED SOLUTION

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2) VOTING

3) COUNTING AND REPORTING

1) REGISTRATION Data

Data

Data

2 Replicated Sites

Voting

Fingerprint

Data

Online result

Online voting

ID + FingerSecured &

Fast

1

2

3

Cloud computing

*Voter can pre-register online.

TECHNICAL SOLUTION

VO

TIN

G

REV

EA

LH

IGH

AV

AIL

AB

ILIT

Y

Databases

Cloud Servers

20Cloud computing is the delivery of computing as a service rather than a product, whereby shared resources, software,

and information are provided to computers and other devices as a utility (like the electricity grid) over a network (typically the Internet) (NIST2011).

VOTER’S REGISTRATION DAY

Show ID card or/and number

registered online

Scan Fingerprint

1) REGISTERATIO

N

2) VOTING TRIAL

Fill ID Card and Information

Check Information(Online)

Test Voting

See voting details at next slide

VOTER STAFF

Give Advice& Support

*Voter can pre-register online.

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VOTING DAY

Press ID

Scan Fingerprint

Press ID

Vote

1) IDENTIFICATIO

N

20 SEC/PERSON

2) VOTING

40 SEC/PERSON

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SOLUTION MAPPING

Risk

E-voting

Biometric and voting machines

Train people onon registration day

Hire IT security expertsto prove system

Use proven and Standardized machines

Save voting time

Test system & people

Security Systems Guarantee

More confident & Rent/Sell hardware

SOLUTION >> BENEFITSC

ITIZ

EN

’S

AS

PEC

T

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SOLUTION MAPPING (CONT.)

Use fingerprint technology

Separate fingerprint and voting machine

Pre-online registration

Use cloud computer for voting server

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Cheaper and identification

Save Fingerprint & Easy to replace

Reduce time to register

Reduce Infra. Cost & High availability

SOLUTION >> BENEFITSE-V

OTIN

G

SY

STEM

7. COMMUNICATION STRATEGY

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POWER INFLUENCE MATRIX

Keep Satisfied

Manage Closely

MonitorKeep

Informed

Level of Power

Level of Influence

Adopted from (Sharma 2012)

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STA

KEH

OLD

ER

M

AN

AG

EM

EN

T 

European Union Training Staff Vendor

NGO Election Monitors

UK Public (Sheffield)

Suppliers External

Consultant

• Electoral Commission

UK Public (General)

Project Managers

The Civil Service

COMMUNICATION STRATEGY

Aspects for Communication

Management

• Communication planning

• Information distribution

• Performance reporting

• Administrative closure

Planning

Distribution

Reporting

Closure

(Maylor 2003)

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COMMUNICATION PLANWhat Who/Target Purpose When/

FrequencyMethod(s)

Initiation Meeting The civil service, Electoral commission, Suppliers,

external consultants, NG election monitor

Collect information for Initiation Plan

FIRST Before Project start date.

Meeting

Distribute Project Initiation Plan

The civil service, Electoral commission, external

consultants, NG election monitor

Distribute Plan to aware stakeholders of project

scope.

Before Project Start Date. Document distributed via hardcopy or electronically.

Project Acceptance All stakeholders Communicate plans and stakeholder

roles/responsibilities.Encourage communication

among stakeholders.

At or near Project Start Date Meeting and distributed via electrically. Post on

website.

Status Reports Project Office and all stakeholders except UK

public (general & Sheffield), and European Union.

Update stakeholders on development of the project.

Regularly Scheduled. Every two weeks.

Distribute electronically or hardcopy.

Team Meetings Entire Project Team.Individual meetings for sub-teams, technical team, and

Functional teams as appropriate.

To review detailed. Regularly Scheduled. Weekly is recommended for entire team. Weekly or bi-

weekly for sub-teams.

Meeting 

Project Consultancy Group Meetings

 

Project Consultancy Group and Project Manager.

Change authority. Project support.

Inform Project Consultancy Group on status and talk over critical issues. Work

through issues and changes .

Regularly Scheduled. Monthly is recommended.

Meeting

         

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COMMUNICATION PLAN (CONT.)What Who/Target Purpose When/

FrequencyMethod(s)

Review  

Project Office, Project Manager, and external

consultancy, NG electoral monitor.

Review status reports, issues, and risks. To

recognize and communicate potential risks and issues

that may affect the schedule, and budget.

MonthlyScheduled by the Project Office

Meeting/ReportProject Office will

produce report using their template.

Post Project Review 

Project Office, Project Manager, civil service, electoral commission, sponsors, NG electoral

monitor.

Review accomplishments, improvements, and actions

that had impact.

After solution testing phase. Meeting/Report Project Office will produce report.

Quarterly Project Review

 

Project Office, Project Manager, civil service, electoral commission, sponsors, NG electoral

monitor.

Review overall process of the project and make

decisions for some area that need action.

Quarterly, scheduled by the Project Office.

Meeting/ReportProject Office will

produce report using internal template.

Presentations to Special Interest

Groups 

PMT (Project Managers Team), Leadership Group,

NG electoral monitor.

To inform external groups to promote communication for

creating awareness of project.

At project milestones. Presentation/Demonstration

Promote voting 

UK Public, European Union, Civil service and NG electoral monitor.

Informing and training and encouraging voters to vote.

Before (one month) voting date.

Electronic Communications, TV,

Newspapers.Training staff

 Staff, Project support, Team

managers. 

Communicate staffs for any information needed for

working with new machines and this kind of voting.

 

After solution testing. Presentation/Discussion. Some classes. Emailing.

         

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8. REFERENCES

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ANANDA, D., Bui, A., Gonzalez, J., & Prempeh, M. (n.d.). The future of E-Voting. Retrieved March 20, 2012 from University of Washington: http://www.cs.washington.edu/education/courses/csep590/04au/clearedprojects/Ananda.pdf

BRACK, A., & Nobl, P. (2002). E-democracy around the world. Retrieved March 20, 2012 from ePractice.eu: http://www.epractice.eu/en/library/281447.

BRACK, Andy and NOBLE, Phil (2001). E-democracy around the world. A survey for the bertelsmann foundation.

CULHANE, Patrick (2004). Project proposal template. [online]. Last accessed March 21 2012 at: http://www.axi.ca/tca/may2004/templatesplus_2.shtml.

DAWSON, Christian W. (2009). Chapter 3 choosing a project and writing a proposal. In: Projects in computing and information systems - A student's guide. 2nd Edition ed., Addison-Wesley, 87-58.

MAYLOR, Harvey (2003). Project management. London; New York : Financial times, Prentice Hall.

NIST(2011). The NIST Definition of Cloud Computing. [online]. Last accessed on 30 April 2012 at: http://csrc.nist.gov/publications/nistpubs/800-145/SP800-145.pdf.

RAYNER, G. (2010). The Telegraph. Retrieved March 28, 2012 from http://www.telegraph.co.uk/news/election-2010/7689337/General-Election-2010-polling-station-chaos-by-constituency.html.

SCHRYEN, G. (no date). E-DEMOCRACY: INTERNET VOTING. Retrieved March 22, 2012 from University of Technology Aachen: www.iadis.net/dl/final_uploads/200302C157.pdf.

SHARMA, Rupen (2010). What is the Power/Influence Grid (Power/Influence Matrix)?. [online]. Last accessed 30 April 2012 at: http://www.brighthub.com/office/project-management/articles/81140.aspx.

SHEFFIELD CITY COUNCIL. (2010). Sheiffield City Council. Retrieved March 22, 2012 from Sheiffield City Council: https://www.sheffield.gov.uk/your-city-council/sheffield-profile/population-and-health.html

 

REFERENCES

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THANK YO

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