11 e voting-proposal_it_project_management10may12

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Topic: PRINCE2 Proposal for Internet Voting Project
Module: IT Project Management
Mark: 84% Distinction
Hand-in date: Apr 2012
Sheffield Hallam University

Published in: Technology, Business
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  • Last updated by Traitet Th. on 10 May 2012 (Page 18 and the last page)
  • SHU Students – UK population, limiting the scope, identifying the sampleStudent profileYoung - Technology centricGeneralisation – home student -> loanInternational especially Chinese -> Funded by family, well offPeer domination reduced by questionnaire each and (interview) – need to think of a phrasePeer influence unavoidable
  • SHU Students – UK population, limiting the scope, identifying the sampleStudent profileYoung - Technology centricGeneralisation – home student -> loanInternational especially Chinese -> Funded by family, well offPeer domination reduced by questionnaire each and (interview) – need to think of a phrasePeer influence unavoidable
  • SHU Students – UK population, limiting the scope, identifying the sampleStudent profileYoung - Technology centricGeneralisation – home student -> loanInternational especially Chinese -> Funded by family, well offPeer domination reduced by questionnaire each and (interview) – need to think of a phrasePeer influence unavoidable
  • SHU Students – UK population, limiting the scope, identifying the sampleStudent profileYoung - Technology centricGeneralisation – home student -> loanInternational especially Chinese -> Funded by family, well offPeer domination reduced by questionnaire each and (interview) – need to think of a phrasePeer influence unavoidable
  • SHU Students – UK population, limiting the scope, identifying the sampleStudent profileYoung - Technology centricGeneralisation – home student -> loanInternational especially Chinese -> Funded by family, well offPeer domination reduced by questionnaire each and (interview) – need to think of a phrasePeer influence unavoidable
  • The overall project is going to be managed by PRINCE2 methodology as it is endorsed by the UK government and it provides a holistic approach to managing the project itself. It would be advantageous due to the nature of the project and the documentation style of PRINCE2 would greatly help auditing the stages of the project. It could also be tailored to fit our project as Agile methodology would be used for hardware & software solution section of the project. This would enable quicker rollout and better response to new technologies which may become available during the duration of the project.
  • The benefits from the business case are more of qualitative benefits rather than quantitative. It is hard to put a value apart from the cost reduction. However, this does not mean the benefits has little impact on the project. Due to the nature of the benefits, it is invaluable to be able to provide a easier, faster, and more accurate way of voting for the public. This would help create a better image for the government as the power is given back to the people to vote for their choice of candidates to represent them. It serves as a stepping stone towards government’s long term strategy towards a 100% E-Government. The transparency and high integrity, which is one of the outcomes of this project, would put the UK back on to the center of the world in terms of a fully democratic country leading the way in such issues, acting as a role model.
  • Issues are something we build our system to avoid them from happening while risks have less probability to be happened and if they do they might affect the whole project to fail.
  • **The allocated time is fictional ,just for the justification of project duration
  • Stakeholder management acts as one of the strategy to derive our communication strategy.
  • Communication plan is the heart of the project process which means by that the flow of information is being sent to all stakeholders at right time, in right amount and in proper method. By analyzing stakeholders' needs, the communication plan tries to make a successful plan for project succeed. As you can see in  table, 12 sub plan has beed dedicated to this plan including 2 initiation, 1 after project acceptance, 3 reviews, status, team meeting, relating to external consultancy, interested group, training and promote voting. 
  • 11 e voting-proposal_it_project_management10may12

    1. 1. 3 May 2012Digital Democracy Team
    2. 2. 1. PROJECT PROPOSAL 2
    3. 3. TITLE & PROJECT TYPETitle:• Implementation of polling-place Internet voting in the next general election (2015)–Sheffield City.Project Type• Implementation of electronic Internet polling- place voting system. 3
    4. 4. AIM & OBJECTIVES Implement electronic hardware and cloud AIM >> technologies in the next general election in Sheffield City – 2015.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. 4
    5. 5. 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. 5
    6. 6. STRATEGIC PLAN Long-term Plan Remote Internet voting and 100% E-GovernmentRELATIONSHIP • 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. 6
    7. 7. 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. Project Scope and Possible Execution • Implementation will be executed in Sheffield city as testing for nation wide roll out. 7
    8. 8. TIMELINES & MEASUREMENTTimelines• Implementation will take affect in the next general election in 2015.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. 8
    9. 9. 2. MANAGEMENT STRATEGY 9
    10. 10. Overall Project Hardware & Software Solution Agile PRINCE2 Strategy Management10
    11. 11. 3. BUSINESS CASE 11
    12. 12. BENEFITS E- 1. Easier Voting democracy Easier voting & 2. Accuracy more Accuracy satisfaction 3. Voting Integrity 4. Cost Reduction Less clerical Cost saving 5. E-Government work BenefitsLONG-TERM • Identify and evaluate public perception and reaction to polling- place Internet voting. Profit Time through • Increase integrity and credibility in saving partnership the next general election. Disabled • Increase the number of voters in and non- Increases English number of the next general election. lang. voters people 6. Etc. 12
    13. 13. BUDGET  Estimate Budget: 1. Machines: £3,900,928.46 • 3 voting machines / station • Plus 1 for disabilities  Last Budget: £5,000,000.00 2. Maintenance Plan: (Sheffield City Council 2010) • Replace spared in 30 min. 3. Network and cloud server: Information and Storage and • 24/7 support Network Secuirty Campaigning & Plan logistics contract 4. Labour & Consultancy: 5% Awareness plan 13% 3% • PM, Trainers and Staff 5. Insurance: MachinesInsurance 38% • 5% of total project 5% 6. Campaigning & Awareness Plan: • 15% to introduce the new term of technology 7. Storage and Logistics contract: Maintenance Labor & plan • 1 year for warehousingConsultancy 25% • Logistic for machines 11% 8. Network and information security Network and cloud service server 0% 13
    14. 14. 4. RISK ASSESSMENT 14
    15. 15. RISK ASSESSMENT FRAMEWORK establish the context communic identify ate and consult. risks Risk Assessment monitor analyze and risks review treat evaluate risks risks 15
    16. 16. 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. 16
    17. 17. 5. DETAILED PLAN 17
    18. 18. DETAILED PLAN TIME LINE Kick-off Today Finish 5 Apr 3 May 21 May 2 July 21 July Contact Project Produce Project Product Business Get Awareness Campaign Manager Plan Case Feedback 22 May - 2 July 10 Apr – 23 Apr 24 Apr – 7 May 8 May – 21 May 9-20 July4 MONTHS Risk Analysis Train Staff 8 May -21 May 28 May – 8 June Contact Staff 14 May – 25 May Approve the project by Approve any new updates by End registration day Election day Government authorities the governmental authorizes 6 July 20 July 11 May 24 May * Please see more details in the Detailed Plan file. 18
    19. 19. 6. ENVISIONED SOLUTION 19
    20. 20. TECHNICAL SOLUTION Cloud computing 1 Fingerprint 1) REGISTRATION Data ID + Finger Secured & *Voter can pre-register online. Fast HIGH AVAILABILITY 2 Voting 2) VOTING Data Cloud Servers Online votingVOTING REVEAL 3) COUNTING AND 3 Data Data Databases REPORTING Online result 2 Replicated Sites 20 Cloud 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).
    21. 21. VOTER’S REGISTRATION DAY VOTER STAFF Show ID card or/and Fill ID Card and number registered Information online 1) *Voter can pre-register online.REGISTERATION Check Information Scan Fingerprint (Online) Give Advice2) VOTING TRIAL Test Voting & Support See voting details at next slide 21
    22. 22. VOTING DAY Press ID 1)IDENTIFICATION20 SEC/PERSON Scan Fingerprint Press ID 2) VOTING40 SEC/PERSON Vote 22
    23. 23. SOLUTION MAPPING SOLUTION >> BENEFITSCITIZEN’S ASPECT Biometric and Save voting time voting machines Train people on Test system & on registration day people Hire IT security experts Security Systems to prove system Guarantee Use proven and More confident & Standardized machines Rent/Sell hardware Risk E-voting 23
    24. 24. SOLUTION MAPPING (CONT.) SOLUTION >> BENEFITSE-VOTING SYSTEM Cheaper and Use fingerprint technology identification Separate fingerprint and Save Fingerprint & voting machine Easy to replace Pre-online registration Reduce time to register Use cloud computer for voting server Reduce Infra. Cost & High availability 24
    25. 25. 7. COMMUNICATION STRATEGY 25
    26. 26. POWER INFLUENCE MATRIX Level of PowerSTAKEHOLDERMANAGEMENT  UK Public (General) Keep Manage • Electoral Commission  Project Satisfied Closely Managers  The Civil Service Level of Influence  NGO Election  European Union Keep Monitors Monitor  UK Public   Training Staff Vendor Informed (Sheffield)  Suppliers  External Consultant 26 Adopted from (Sharma 2012)
    27. 27. COMMUNICATION STRATEGY PlanningAspects for Communication (Maylor 2003)Management• Communication planning Closure Distribution• Information distribution• Performance reporting• Administrative closure Reporting 27
    28. 28. COMMUNICATION PLAN What Who/Target Purpose When/Frequency Method(s) Initiation Meeting The civil service, Electoral Collect information for Initiation FIRST Meeting commission, Suppliers, external Plan Before Project start date. consultants, NG election monitor Distribute Project The civil service, Electoral Distribute Plan to aware Before Project Start Date. Document distributed via Initiation Plan commission, external stakeholders of project scope. hardcopy or electronically. consultants, NG election monitorProject Acceptance All stakeholders Communicate plans and At or near Project Start Date Meeting and distributed via stakeholder electrically. Post on roles/responsibilities. website. Encourage communication among stakeholders. Status Reports Project Office and all Update stakeholders on Regularly Scheduled. Distribute electronically or stakeholders except UK public development of the project. Every two weeks. hardcopy. (general & Sheffield), and European Union. Team Meetings Entire Project Team. To review detailed. Regularly Scheduled. Meeting Individual meetings for sub- Weekly is recommended for entire teams, technical team, and team. Weekly or bi-weekly for sub- Functional teams as teams. appropriate.Project Consultancy Project Consultancy Group and Inform Project Consultancy Regularly Scheduled. Meeting Group Meetings Project Manager. Change Group on status and talk over Monthly is recommended. authority. Project support. critical issues. Work through issues and changes . 28
    29. 29. COMMUNICATION PLAN (CONT.) What Who/Target Purpose When/Frequency Method(s) Review Project Office, Project Manager, Review status reports, issues, Monthly Meeting/Report and external consultancy, NG and risks. To recognize and Scheduled by the Project Office Project Office will produce electoral monitor. communicate potential risks and report using their template. issues that may affect the schedule, and budget. Post Project Review Project Office, Project Manager, Review accomplishments, After solution testing phase. Meeting/Report civil service, electoral improvements, and actions that Project Office will produce commission, sponsors, NG had impact. report. electoral monitor.Quarterly Project Review Project Office, Project Manager, Review overall process of the Quarterly, scheduled by the Project Meeting/Report civil service, electoral project and make decisions for Office. Project Office will produce commission, sponsors, NG some area that need action. report using internal electoral monitor. template.Presentations to Special PMT (Project Managers Team), To inform external groups to At project milestones. Presentation/Demonstratio Interest Groups Leadership Group, NG electoral promote communication for n monitor. creating awareness of project. Promote voting UK Public, European Union, Informing and training and Before (one month) voting date. Electronic Civil service and NG electoral encouraging voters to vote. Communications, TV, monitor. Newspapers. Training staff Staff, Project support, Team Communicate staffs for any After solution testing. Presentation/Discussion. managers. information needed for working Some classes. Emailing. with new machines and this kind of voting. 29
    30. 30. 8. REFERENCES 30
    31. 31. REFERENCESANANDA, 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.pdfBRACK, 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 students 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 31
    32. 32. 32

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