The document is a project proposal for implementing polling-place internet voting in Sheffield City for the 2015 general election. It aims to enhance voter turnout, increase election integrity, and reduce costs through the use of electronic hardware and cloud technologies. The plan includes a detailed timeline, budget estimate, management strategy, and risk assessment for successful implementation.

1. 3 May 2012
Digital Democracy Team

2. 1. PROJECT PROPOSAL
2

3. TITLE & PROJECT TYPE
Title:
• 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. 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. 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. STRATEGIC PLAN
Long-term Plan
Remote Internet voting and 100% E-Government
RELATIONSHIP
• 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. 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. TIMELINES & MEASUREMENT
Timelines
• 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. 2. MANAGEMENT
STRATEGY
9

10. Overall Project
Hardware &
Software
Solution
Agile
PRINCE2
Strategy
Management
10

11. 3. BUSINESS CASE
11

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
Benefits
LONG-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. 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:
Machines
Insurance
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 warehousing
Consultancy 25% • Logistic for machines
11% 8. Network and information security
Network and cloud service
server
0%
13

14. 4. RISK ASSESSMENT
14

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. 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. 5. DETAILED PLAN
17

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 July
4 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. 6. ENVISIONED SOLUTION
19

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 voting
VOTING 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. 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 Advice
2) VOTING TRIAL Test Voting
& Support
See voting details at next slide
21

22. VOTING DAY
Press ID
1)
IDENTIFICATION
20 SEC/PERSON Scan Fingerprint
Press ID
2) VOTING
40 SEC/PERSON
Vote
22

23. SOLUTION MAPPING
SOLUTION >> BENEFITS
CITIZEN’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. SOLUTION MAPPING (CONT.)
SOLUTION >> BENEFITS
E-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. 7. COMMUNICATION
STRATEGY
25

26. POWER INFLUENCE MATRIX
Level of Power
STAKEHOLDER
MANAGEMENT
 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. COMMUNICATION STRATEGY
Planning
Aspects for Communication
(Maylor 2003)
Management
• Communication planning Closure Distribution
• Information distribution
• Performance reporting
• Administrative closure
Reporting
27

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
monitor
Project 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. 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. 8. REFERENCES
30

31. REFERENCES
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
31

32. 32