1€¦ · Web viewDevelop referendum plan using the CCO’s template w/c 29 Nov 2010 10 Dec 2010...
Transcript of 1€¦ · Web viewDevelop referendum plan using the CCO’s template w/c 29 Nov 2010 10 Dec 2010...
Project plannerReferendum on the law making powers of the National Assembly for Wales – 3 March 2011Date:Author:Document version:Reviews:Name Role Date Sign-off ()
Contents 1 Objectives and success measures 1
2 Deliverables and tasks 2
3 Dependencies and contact details 22
4 Evaluation 23
1 Objectives and success measuresBefore compiling a detailed list of tasks, the aims of the project need to be established, i.e., what you want to achieve, and what success will look like.
Aims Tools for measuring successRun the referendum in accordance with the legislation and the Chief Counting Officer’s (CCO’s) instructions
Completion of tasks by deadlines Use of CCO’s resources Attendance at CCO’s/ DCCO’s briefing sessions
A good experience for all voters, with anybody who is entitled to vote able to do so
Feedback from voters Feedback from staff Feedback from organisations with an interest in the
referendum, including disability organisations
Transparency Feedback from stakeholders Any records that could be of interest to stakeholders and
can be made available are available Clear audit trail Communications strategy
Professional delivery of the referendum
Project plan Risk register Management structure Record of referendum project team meetings Contracts in place for any outsourced work Contingency arrangements
Consistency Plans Training schedule and materials Clear management structures and escalation procedures
An accurate result Clear audit trail Postal vote paperwork Ballot paper accounts Verification statements Worksheets Results
Result in which all stakeholders are confident
Record of complaints Feedback from voters, campaigners and other
organisations with an interest in the referendum, including disability organisations
Feedback from staff Minutes of evaluation/review and other relevant meetings No negative media reporting
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No challenges to the result
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2 Deliverables and tasksOnce the aims of the project have been established and objectives identified, individual tasks can be planned for and allocated. The plan below identifies a number of deliverables and tasks that must be undertaken, and highlights in blue tasks required to be undertaken at or by a particular time by the statutory referendum timetable. You must also add any additional deliverables or tasks you identify as necessary, including any to reflect your particular local circumstances.
You must send a copy of your project plan to the Commission’s Cardiff office via email by 10 December 2010. You must keep the plan under review throughout the referendum process, and use it as a tool to monitor your progress against
Deliverables
Subject / Sub-deliverables
Tasks Lead officer
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To be complete
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Comments
Learn lessons from previous electoral events
Consider processes used at previous electoral events, and feed lessons learned into project planning
Consider outcomes from evaluation of previous electoral events
Consider experiences of other areas at previous electoral events
Plan for any amendments
w/c 29 Nov 2010
10 Dec 2010
3
Deliverables
Subject / Sub-deliverables
Tasks Lead officer
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To be complete
d by
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(√)
Comments
identified as necessary as a result of these reviews
Prepare plans to support the effective delivery of the referendum
Identify project aims and objectives, and plan for the tasks that will need to be undertaken to achieve these
Develop referendum plan using the CCO’s template
w/c 29 Nov 2010
10 Dec 2010
Identify and manage risks
Develop risk register using the CCO’s template
w/c 29 Nov 2010
10 Dec 2010
Allocate sufficient resources
Financial Identify projected costs. Once the relevant Fees and Charges Order has
w/c 29 Nov 2010
Five working days after Fees and
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Deliverables
Subject / Sub-deliverables
Tasks Lead officer
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To be complete
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Comments
been made, reconcile projected costs for activities against the available budget
Charges Order is made
Staffing As you identify your staffing requirements, also check the recruitment processes you are intending to follow are robust (for example, by seeking advice from your council’s HR department)
Liaise with your local authority about making available its
w/c 29 Nov 2010
w/c 13 Dec 2010
3 Dec 2010
17 Dec 2010
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Deliverables
Subject / Sub-deliverables
Tasks Lead officer
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(√)
Comments
officers to enable you to discharge your functions
Referendum project team
Assess need to recruit additional support staff
Identify staff for all roles
Develop contingency plans for unplanned staff absence
w/c 29 Nov 2010
w/c 29 Nov 2010
w/c 6 Dec 2010
3 Dec 2010
3 Dec 2010
10 Dec 2010
Staffing requirements for specific referendum processes
Determine staffing requirements for specific referendum processes, including polling station, postal voting and count staff
w/c 6 Dec 2010
w/c 13 Dec 2010
10 Dec 2010
17 Dec
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Deliverables
Subject / Sub-deliverables
Tasks Lead officer
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To be complete
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(√)
Comments
Write to any staff you have used previously and are considering re-appointing, checking availability
Appoint staff and dispatch letters of appointment
w/c 10 Jan 2011
2010
14 Jan 2011
Support staff
Identify support staff
Draw up an escalation procedure for complex enquiries
Appoint support staff and dispatch letters of appointment as appropriate
w/c 13 Dec 2010
w/c 13 Dec 2010
w/c 10 Jan 2011
17 Dec 2010
17 Dec 2010
13 Jan 2011
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Deliverables
Subject / Sub-deliverables
Tasks Lead officer
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(√)
Comments
Provide training to all staff involved in the referendum and attend briefing sessions provided by the DCCO and CCO
Training Attend DCCO/CCO briefing session in person
Ensure nominated referendum team member attends DCCO/CCO briefing session
Ensure referendum project team is familiar with referendum framework and legislation, and assess training needs
Identify training needs for all other staff
w/c 15 Nov 2010
23 Nov 2010
w/c 29 Nov 2010
w/c 6 Dec 2010
w/c 13 Dec
22 Nov 2010
23 Nov 2010
4 Dec 2010
17 Dec 2010
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Deliverables
Subject / Sub-deliverables
Tasks Lead officer
Start (by not later than)
To be complete
d by
Done
(√)
Comments
Prepare training schedule
Prepare training sessions
Training of polling station staff
Training of postal vote issuing staff
Training of postal vote opening staff
Training of count staff
2010
w/c 3 Jan 2011
w/c 21 Feb 2011
w/c 14 Feb 2011
21 Feb 2011
w/c 1 Mar 2011
17 Dec 2010
14 Jan 2011
25 Feb 2011
17 Feb 2011
21 Feb 2011
4 Mar 2011Managing contractors/ suppliers
Poll cards/ballot papers/post
Assessment of whether you need to outsource
w/c 29 Nov 2010
3 Dec 2010
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Deliverables
Subject / Sub-deliverables
Tasks Lead officer
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To be complete
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Comments
al ballot packs
through a cost-benefit analysis
Where outsourcing is decided:
Create a clear specification setting out exactly what is wanted and by when (see the CCO’s contract management checklist)
Commence procurement process or choose a contractor from the council’s list of approved contractors
Develop written
w/c 6 Dec 2010
w/c 6 Dec 2010
w/c 20 Dec 2010
23 Dec 2010
23 Dec 2010
7 Jan 2011
10
Deliverables
Subject / Sub-deliverables
Tasks Lead officer
Start (by not later than)
To be complete
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Comments
contract(s) with legal and/or other expert advice
Make contingency arrangements
Document all stages of the production process, including variations
Make initial contact with Royal Mail
w/c 3 Jan 2011
During production
w/c 29 Nov 2010
7 Jan 2011
Work completed
10 Dec 2010
Identify and book venues
Polling stations
Conduct an evaluation of the suitability of polling stations
Identify and book polling stations
w/c 6 Dec 2010
w/c 20 Dec 2010
17 Dec 2010
23 Dec
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Deliverables
Subject / Sub-deliverables
Tasks Lead officer
Start (by not later than)
To be complete
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Comments
Make contingency arrangements, including preparing a list of alternative venues and an emergency protocol
Finalise polling station layouts, including taking into account access issues
w/c 20 Dec 2010
w/c 10 Jan 2010
2010
23 Dec 2010
21 Jan 2010
Postal vote issue and openings
Identify and book venues
Make contingency arrangements, including preparing a list of alternative venues and an
w/c 20 Dec 2010
w/c 20 Dec 2010
23 Dec 2010
23 Dec 2010
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Deliverables
Subject / Sub-deliverables
Tasks Lead officer
Start (by not later than)
To be complete
d by
Done
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Comments
emergency protocol
Finalise layout of the premises, taking into account workflows and IT and security requirements,
w/c 10 Jan 2011
21 Jan 2011
Verification and count
Identify and book venue
Make contingency arrangements, including considering alternative venues and preparing emergency protocols
Finalise layout of
w/c 13 Dec 2010
w/c 20 Dec 2010
w/c 10 Jan
23 Dec 2010
23 Dec 2010
21 Jan
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Deliverables
Subject / Sub-deliverables
Tasks Lead officer
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To be complete
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Done
(√)
Comments
the premises 2011 2011Appropriate allocation of electors to polling stations
Managing polling stations
Allocate electors to polling stations
w/c 6 Dec 2010 10 Dec 2010
Identification of potential integrity issues
Maintain a good working relationship with police Single Point Of Contact (SPOC)
Make contact with local police SPOC
Schedule regular communications
Review previous security arrangements and identify any risks
Make specific arrangements for police presence at polling stations, verification and the count
w/c 29 Nov 2010
w/c 29 Nov 2010
w/c 29 Nov 2010
w/c 17 Jan 2011
4 Dec 2010
4 Dec 2010
10 Dec 2010
21 Jan 2011
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Deliverables
Subject / Sub-deliverables
Tasks Lead officer
Start (by not later than)
To be complete
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Comments
Security of ballot boxes and ballot papers
Arrange for secure storage, including if there is a break in proceedings
Put in place a system to ensure that ballot papers cannot be interfered with during production and once they are ‘live’
w/c 17 Jan 2011
w/c 17 Jan 2011
21 Jan 2011
21 Jan 2011
Encourage participation
Raise awareness of the referendum
Prepare a public awareness strategy:
Plan for the effective delivery of information on the referendum
Make contact with the
w/c 29 Nov 2010
w/c 29 Nov
10 Dec 2010
10 Dec
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Deliverables
Subject / Sub-deliverables
Tasks Lead officer
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To be complete
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Done
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Comments
communications department at your local authority and seek their input
Ensure that all outgoing communications provide appropriate contact details to allow anyone to respond and obtain further information.
Send out press releases to local media to raise awareness of the referendum
Update and maintain web
2010
First communication
w/c 24 Jan 2011
w/c 24 Jan 2011
2010
Last communication
3 Mar 2011
4 Mar 2011
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Deliverables
Subject / Sub-deliverables
Tasks Lead officer
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To be complete
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Comments
pages with information on the referendum and statutory notices
Ensure all necessary equipment and stationery is in place to conduct the referendum
Stationery/ equipment
Prepare checklist of all stationery/equipment to be used
Check general stock levels and conduct equipment audit
Liaise with the local authority regarding provision of ballot boxes, fittings and compartments
Produce paperwork to be used during the verification and
w/c 17 Jan 2011
w/c 17 Jan 2011
w/c 13 Dec 2010
w/c 31 Jan 2011
21 Jan 2011
21 Jan 2011
17 Dec 2010
4 Feb 2011
17
Deliverables
Subject / Sub-deliverables
Tasks Lead officer
Start (by not later than)
To be complete
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Done
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Comments
count processes
Test equipment, including equipment to be used for postal vote identifier verification
Prepare ballot boxes and other polling station equipment and forms for collection/delivery
15 Feb 2011
w/c 21 Feb 2011
15 Feb 2011
1 Mar 2011
Ensure all official documents required to conduct the referendum are in place
Poll cards Dispatch data to printers (ensuring system is in place to send updates after registration/absent voting deadlines)
Sign-off proofs
18 Jan 2011
21 Jan 2011
21 Jan 2011
21 Jan 2011
18
Deliverables
Subject / Sub-deliverables
Tasks Lead officer
Start (by not later than)
To be complete
d by
Done
(√)
Comments
First dispatch of poll cards
28 Jan 2011
28 Jan 2011
Postal ballot packs
Send data to printers
Sign off proofs
Commence printing (having ensured systems are in place to communicate data updates resulting from late applications), and carry out spot-checks
Print sufficient
18 Jan 2011
w/c 24 Jan 2011
w/c 31 Jan 2011
w/c 31 Jan 2011
18 Jan 2011
28 Jan 2011
11 Feb 2011
11 Feb
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Deliverables
Subject / Sub-deliverables
Tasks Lead officer
Start (by not later than)
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Comments
postal ballot packs to issue as replacements
2011
Ballot papers
Ballot paper prepared in accordance with the CCO’s template and directions for printing
Dispatch data to printers and sign off proofs
Give print-run estimate
Confirm final print-run (to include late registrations
w/c 29 Nov 2010
w/c 3 Jan 2011
w/c 10 Jan 2011
17 Feb 2011
3 Dec 2010
7 Jan 2011
14 Jan 2011
17 Feb 2011
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Deliverables
Subject / Sub-deliverables
Tasks Lead officer
Start (by not later than)
To be complete
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Done
(√)
Comments
under 11-day rule)
Print ballot papers and carry out spot-checks
w/c 10 Jan 2011 18 Feb
2011
Notices Decide where notices are to be displayed
Prepare notices
w/c 17 Jan 2011
w/c 24 Jan 2011
21 Jan 2011
14 Feb 2011
Registers and absent voters’ lists
Print registers for all polling stations, plus postal and proxy lists
Liaise with ERO to develop process for communicating alterations to register on polling day
w/c 24 Feb 2011
w/c 10 Jan 2011
1 Mar 2011
14 Jan 2011
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Deliverables
Subject / Sub-deliverables
Tasks Lead officer
Start (by not later than)
To be complete
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Done
(√)
Comments
Publish notice of referendum
Print, display and upload to website 27 Jan 2011
Publish notice of poll and polling station situation
Print, display and upload to website 9 Feb 2011
Deadline for notification of appointment of referendum agent
Print, display and upload to website notice of appointment of referendum agents
9 Feb 2011 (noon)
Brief local campaigners and referendum agents
Prepare and deliver briefing session, using the CCO’s template
w/c 7 Feb 2011
11 Feb 2011
Deadline for applications for new postal votes and for amendments to existing postal and proxy voting arrangements
Send updates to printers
16 Feb 2011 (5pm)
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Deliverables
Subject / Sub-deliverables
Tasks Lead officer
Start (by not later than)
To be complete
d by
Done
(√)
Comments
Deadline for final registration applications to vote in the referendum
Obtain data of registrations under the 11-day rule
16 Feb 2011
Publish referendum notice of alteration of register
Issue poll cards and postal votes to those included in this alteration as appropriate
24 Feb 2011
Manage the absent voting process
Postal vote issuing process
Commence first issue, plus further issues as circumstances demand
17 Feb 2011 --
Opening sessions
Decide on number and timing of opening sessions
Inform referendum agents and postal
w/c 14 Feb 2011
14 Feb 2011
18 Feb 2011
18 Feb 2011
23
Deliverables
Subject / Sub-deliverables
Tasks Lead officer
Start (by not later than)
To be complete
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Done
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Comments
voting agents of opening sessions, giving at least 48 hours’ notice
First opening of postal votes
Final opening of postal votes, and completion of matching
21 Feb 2011
Polling day (after 10pm)
21 Feb 2011
Prior to completion of verification
Deadline for new proxy vote applications (except for medical emergencies)
Send out proxy poll cards as appropriate
23 Feb 2011 (5pm)
First day for issue of replacement spoilt or lost postal votes
Issue replacements as required
25 Feb 2011
Deadline for applying for a proxy because of a
Designate member(s) of staff
Polling day (5pm)
24
Deliverables
Subject / Sub-deliverables
Tasks Lead officer
Start (by not later than)
To be complete
d by
Done
(√)
Comments
medical emergency occurring after 5pm on the sixth working day before the referendum
to liaise with ERO to communicate decisions on emergency proxies
Deadline for replacement spoilt or lost postal votes
Ensure no more replacement postal votes are issued after this time
Polling day (5pm)
After the declaration of result
Display/publish results
Arrange for collection of any equipment that may need to be removed
Seal and send to the ERO the referendum
4 Mar 2011
w/c 31 Jan 2011
w/c 7 Mar 2011
4 Mar 2011
4 Feb 2011
28 Mar 2011
25
Deliverables
Subject / Sub-deliverables
Tasks Lead officer
Start (by not later than)
To be complete
d by
Done
(√)
Comments
materials as required by law and in the manner specified by the CCO
Pay fees to all staff involved in the referendum
Review meeting with stakeholders to obtain feedback
Complete data returns and submit by deadlines
Submit referendum accounts
w/c 14 Mar 2011
1 Apr 2011
28 Mar 2011
31 Dec 2011
1 Apr 2011
1 Apr 2011
28 Mar 2011
31 Dec 2011
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3 Dependencies and contact detailsThe referendum is dependent on the following internal and external service providers:
Department/ Service/ Company/
Contact name
Phone number Email address
Internal service providers
E.g. IT support team, Print services, HR…
External service providers
E.g. software supplier, hardware supplier, printers, specialist stationery suppliers, Royal Mail…
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4 EvaluationThis template can be used to inform the evaluation of the referendum or, if you have not yet reviewed your last electoral event, to inform that review. It should be adapted to ensure that it reflects the main deliverables and tasks, and assesses whether the stated objectives have been met. The outcome of the referendum evaluation can then be used to inform the planning for the next electoral event.
What worked well
Objectives met?
Issues to be addressed
Action To be completed by (date)
Responsible officer
Project planningE.g. timeliness of delivery, adequacy of task allocationAdequacy of polling places/stationsE.g. in relation to location/accessibility/size, response to any concerns arising from evaluation of suitability of polling stationsEquipment and stationeryE.g. stock levels
28
PrintersE.g. quality, timescales, price, communicationSoftware performanceE.g. Performance of scanning equipment, identification of any changes required to ease processing, supplier’s response to any issuesManagement of contractorsE.g. Performance of contractors: communication, effectiveness of contracts, value for moneyRecruitment and training (temporary and permanent)E.g. Was the training effective and were the staff efficient?Processing/handling of queriesE.g. Adequacy of FAQs,
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complaints recording processResourcesE.g. staffing levels, availability of resourcesSecurity/IntegrityE.g. any problems that arose, comments/feedback from SPOCCount arrangementsE.g. suitability of venue and layoutPostal votingE.g. did all those who requested a postal vote receive one, any issues surrounding verification of personal identifiersCommunicationE.g. methods used for communicating information about the referendum/election, the voting system and the voting process. Did voters understand the process?Summary of feedback
30
E.g. feedback received from voters and other stakeholders, including verbal feedback or through a structured survey
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Findings of the reviewAims Tools in
measuring success
Achieved ()
Comments/ supporting evidence
Run the referendum in accordance with the legislation and the Chief Counting Officer’s (CCO’s) instructions
Completion of tasks by deadlines
Use of CCO’s resources
Attendance at CCO’s/ DCCO’s briefing sessions
A good experience for all voters, with anybody who is entitled to vote able to do so
Feedback from voters
Feedback from staff
Feedback from organisations with an interest in the referendum, including disability organisations
Transparency Feedback from stakeholders
Any records that could be of interest to stakeholders and can be made available are available
Clear audit trail Communication
s strategy
Professional delivery of referendum
Project plan Risk register Management
structure Record of
referendum project team
32
meetings Contracts in
place for any outsourced work
Contingency arrangements
Consistency Plans Training
schedule and materials
Clear management structures and escalation procedures
An accurate result
Clear audit trail Postal vote
paperwork Ballot paper
accounts Verification
statements Worksheets Results
Result in which all stakeholders are confident
Record of complaints
Feedback from voters, campaigners and other organisations with an interest in the referendum, including disability organisations
Feedback from staff
Minutes of evaluation/review and other relevant meetings
No negative
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media reporting No challenges
to the result
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