A27.23.02 08 Appendix A GE2023 Programme Status Report Dec 22 Feb23.pdf

Status Report – GE2023 Programme Status Report
Emily Redmond, Programme Director
From
Report Period
17 December 2022
22 February 2023
Governance Group
Programme Board

Overall RAG status
Current


December


November


October

September

If any one of Scope, Milestone, Budget, or Quality is reporting Red.
OR

If any one of Scope, Milestone, Budget, or Quality is reporting Amber and Risks/Issues or Resources/Delivery Partners is reporting Red.
OR
If any two of Scope, Milestone, Budget, or Quality are reporting Amber.
Only one of Scope, Milestone, Budget, or Quality is reporting Amber.
Overall RAG Status Indicator

OR
Resources/Delivery Partners and Risk/Issues is reporting Red.
Scope, Milestone, Budget, and Quality are key status indicators for reporting Green.

Resources/Delivery Partners and Risk/Issues may be Amber.

Not applicable/no information available
<If overall status is AMBER or RED include what needs to happen for the project to return to GREEN>

Summary
Decisions required from Programme Board
There are a number of papers to be considered this month for the Programme Board, including the MEO community engagement plan (for approval), the Trust and Security draft strategy (for feedback),
Translation approach to Te Reo (for approval), scenario planning (for input and feedback) and processes and assurance (for approval).

Executive Summary
The overall status of the programme has reduced from AMBER to GREEN.
There is confidence that cost pressures identified for 22/23 can be solutioned within the current Electoral Commission budget (to be confirmed in April) however the 23/24 budgeting round, taking place now,
will determine if cost pressures for the coming year can be solutioned. The financial status is GREEN, however this may increase to AMBER following the 23/24 budgeting outcome.
The milestone status indicator is now reporting GREEN. The ARTS project has done a replan and a date change request was approved at the recent Steering Group meeting, enabling most of the key
milestones to return to GREEN.

The impact of cyclone Gabrielle has been considered and impacts are included for the programme board as part of the scenario planning agenda item.

Schedules and dates
With the announcement of the election date there is a focus on updating schedules and the critical path is being reviewed and updated. This work will be completed in February and the final integrated
schedule can soon be confirmed.

Planning Assumptions
We have completed another round of GE2023 common assumptions review. There were a number of updates (over and above the obvious ones regarding the date change) including:
•
For MEO The public information and education campaign will run from when legislation is implemented on 31 March until the start of the exclusion period on 13 July 2023 (this is five weeks longer
than previous planning assumptions)
•
There will be additional budget in FY2023/24 and FY 2024/25 to deliver ongoing Māori Electoral Option messaging after the 2023 General Election (note that this assumption has not been confirmed
and will be worked through during the 23/24 budgeting round)
•
There is an exclusion period from 13 July to 14 October when Māori cannot change roll types
•
57% digital entry (approx. 711k) new and updated enrolments between EUC start and ED Roll Close (increased from 40% but now consistent with GE2020)
•
The level of activity in market for the public information and motivation campaign will reduce, relative to 2020, because of inflation, media costs and a single campaign budget
•
The public information and education campaign will be delivered with a budget of $7.85 million
•
Advertising to support the enrolment update campaign will be delivered from 30 July to Writ Day, Sunday 10 September. Enrolment and voting messages will continue until election day
•
The enrolment campaign start date will move from 3 July to 30 July.
Risk & Security
Work has begun to:
•
Get the Risk & Security workstream underway:
o
inter-agency - nominations for representatives from other agencies have been received and the first meeting is on 23 February (there are also internal representatives on this group);
o
internal working group – we have a core group identified and the first meeting is on 24 February;

•
Ensure that critical relationships are in place, key stakeholders are on board about the direction of this work and that roles and responsibilities are well understood:
o
inter-agency – we are regular attendees at the Major Events Security Committee and Karl and Mark will be attending the Security Intelligence Board from March (both part of the National
Security System framework run out of DPMC) – the focus of these meetings at present is educating external support agencies about the elections context/key risks and ensuring that we
have support and engagement going forward;
https://electionsnz.sharepoint.com/:w:/s/GE2023Programme/EQeHfP9ArUtHsQLE5vMsooIBrNANFBhBmXJb-UKs702alg?e=zhpWly

o
internal - we are preparing a Trust and Security Strategy for the EC Board for their March meeting. The document (presented to the Programme Board in draft):
▪
provides context for the operating and external risk environments into which the GE2023 event will be delivered;
▪
describes the inter-agency governance arrangements and how the work ‘fits together’;
▪
describes the broad workstreams of a Commission-led approach to support safety of and trust in GE2023;
▪
describes the objectives of these workstreams and set out the main strands of work being undertaken across the Commission within the workstreams.

•
Next steps for this programme of work are:
o
evaluating our current protections, identifying the main gaps in the work programme and key decisions that need to be taken through the internal workshop (including e.g. implications for
the budget);
o
documenting the strands of work occurring across the orgainsation in support of the trust and safety of GE2023 into a consolidated project plan at a more fine-grained level to track
progress against a centralised view;
o
progressing the inter-agency support work to develop a risk profile and begin to work with the agencies on mitigations and support arrangements;
o
recruiting a Senior Advisor Interagency Liaison to support this work.
IQA
Caravel have been appointed to undertake the IQA, interviews have begun and key documents have been shared with them.

Field update
The Electorate Managers (EMs) are started on February 13 and their training is being held on February 20 to 23 in Wellington. All but Southland and Invercargill HQ properties have been secured (although
there is positive progress) and the technology set up in HQ locations is underway.

Successes for reporting period:
(Programme) IQA commenced
(C&E) The Public Information and Education campaign strategy was approved by the Electoral Commission Board.
(C&E) The Advertising Services Order (ASO) for the Public information and Education Campaign has been submitted to the Electoral Commission Board for approval.
(C&E) Work is underway on the Kids Voting programme with placement of advertising confirmed in school magazines and stakeholder communications to schools to start in March. An online registration form
for elections.nz is being built.
(E&CE) Endorsement of the Strategic Engagement and Partnership Strategy by the Electoral Commission Board.
(RPR) Successful creation of an EMS employee via the SnapHire to EMS integration enterprise service bus component.
(RPR) The Enterprise Service Bus (ESB) integration to MoJ has successfully sent a test file to the MoJ SFTP server.
(RPR) Successful replanning session.
(VS) Leased 63 electorate Headquarters, with termination dates of 31 December 2023. Our only outstanding Electorate are Invercargill and Southland.
(VS/ES) Employed all 65 Electorate Managers
(VS) Employed a new Auckland South Regional Manager
(VS) Sent Volume 1 of the Operations Manual to the printers on 16 December, on schedule
(VS) Delivered the “Appointment Supplies” to the EMs (including Volume one of the Operations Manual
(VS) New AoG agreement for Stationery was signed in January, allowing us to order GE2023 Stationery
(VS) Successful dress rehearsal for Electorate Managers’ training.
(GETP) All procurement complete
(GETP) Prepared Electorate Manager laptops and mobile phones for IT induction events
(GETP) Created Electorate Manager user accounts
(ES) Post announcement of the date of the 2023 General Election, update variation letters issued to RM’s RAs and EMs with new fixed term end dates.
Details on specific areas of work/workstreams.

OPERATIONS GROUP
Communications and Education
The monthly status report for Communications and Education can be found here. The overall status is GREEN. There has been a huge focus on MEO.

Enrolment and Community Engagement
The monthly status report for Enrolment & Community Engagement can be found here. The overall status is GREEN.  There has been ELT agreement to push the start of the enrolment campaign out from 3
July to 30 July due to the confirmation of the election date.
The GE2023 Strategic Engagement and Partnership Strategy is complete and was presented to the Board for endorsement which was granted.

Centralised Enquiries Project
The monthly status report for the Centralise Enquiries Project can be found here. The overall status is GREEN. In the last month the focus has been on analysis and engagement with Zendesk.

Voting Services
The monthly status report for Voting Services can be found here. The overall status is GREEN. The main focus has been preparing for the Electorate Manager training event from 20-23 February.

Recruitment Process Redesign (ARTS)
The monthly status report for the Recruitment Process Redesign project can be found here. The overall status is RED, however following the approval of the date change request, it has now returned to
GREEN. A replan activity took place with the business, and the launch date is still set for the end of April.

ENTERPRISE SERVICES

GETP
The monthly status report for GETP is GREEN and can be found here. The focus for the last month has been finalising all procurement activities, which are now all complete.
Work now shifts to the implementation phase of the project, starting with the fitting out of technology at 65 Electorate Headquarters and preparing for the onboarding of Electorate Managers.

Enterprise Services
The monthly status report can be found here. The overall status is GREEN.

The focus for the IT workstream over the past month has been the focus for the IT workstream since December Steering Group has been;
•  Replanning and realigning the IT work plan to the confirmed GE2023 Election date.
•  Working with ARTS project on confirming schedule of IT related tasks
•  C&A for the Enterprise Service Bus

The ES workstream has been busy with:
•
Supporting managers with Snaphire and working on Phase 2, including the Ops Manual for VS.
•
Finalising Induction for electorate Managers to be presented this month.
•
Finalised master forms for RRM and LSM recruitment e.g., interview templates, phone screening.
•
All job descriptions for GE with Voting Services are being finalised.

https://electionsnz.sharepoint.com/:w:/s/GE2023Programme/EQeHfP9ArUtHsQLE5vMsooIBrNANFBhBmXJb-UKs702alg?e=zhpWly

Focus for next month:
-
Baselining of all GE project schedules with the confirmed election date
-
Project Dependencies & Critical Path updated
-
Workstreams continuing to meet their milestones
-
Complete the procurement plan and ASO for recruitment advertising
-
Kick off Zendesk Phase 2 enhancement work.
-
Start work on Centralised Enquiries Service Model.
-
Finalising and undertaking the EM Training event to be held in Wellington between 20-23 February
-
Complete the SnapHire configuration for Voting Services General Election recruitment
-
Full SnapHire to MoJ integration complete
-
Full SnapHire to EMS integration complete
-
Recruitment Process Redesign - C&A Phase 2 complete
-
Onboarding 65 Electorate Managers at 5 IT induction events in Auckland, Palmerston North, Taupo, and Christchurch
-
Start fitout of technology at Gibson Sheat Centre for the Centralised Processing Team
-
Continue implementing network circuits at Electorate Headquarters
-
Continue setting up all technology at Electorate Headquarters
-
Update GE2023 Recruitment Plan to include all roles.
-
Complete Induction for Field training presentation
-
E&CE -Kick off meeting with Blue Star – Roll Print
-
E&CE - Secure EUC suppliers with SOW

For the table below please refer to the RAG Status guide to understand the ratings

Status
Key Status Indicators
Comments and expected actions. If AMBER or RED include what needs to be done to return to GREEN
Last
This
Next
Report
Report
Report
There are currently four medium programme risks and five low risks. This report contains only medium and critical risks and the low risks have
1.    Risks

been omitted. Since the last reporting period three medium risks have been closed.
2.   Issues

There are no issues reported this period. No change from the last reporting period.
This green status relates to the 22/23 financial year. It is likely there will be cost pressures identified for 23/24 and this will be reported on
3. Budget

following the 23/24 budgeting exercise which is taking place currently.
Work is underway to reset milestones following the announcement of the election date. A decision was agreed at Steering Group that dates that
change due to the election date announcement won’t need to go through a formal change request. The milestones included in this report will be
overhauled one the individual workstream schedules have been update.
4.   Milestones

The ARTS project replan has taken place and a change request has been approved at the last Steering Group meeting, meaning many key
milestones that we previously reporting red have returned to green.
There are a few milestones that are not reporting green, however the overall project associated with these milestones will meet the approved
delivery date, hence the overall milestone status reporting green.
5.   Scope

There are no changes to programme scope.
6.   People Resources

Additional resources continue to be recruited for, but there are no concerns
There are no delivery partner concerns, however it is not yet known if cyclone Gabrielle will impact on delivery partners. This is still being
7.   Delivery Partners 1

determined.
8.   Quality

There are no quality concerns.
9.   Dependencies
Known dependencies are being actively managed.

1 Note: A delivery partner is defined as an external vendor, service provider or other agency contracted to deliver components of the project.

1. Risks
The risks below have been identified as Programme risks. They do not include risks raised for each workstream. The full risk register can be found here.
Treatment Action (Mitigations)
Assessment of CURRENT Risk
Risk
Last date
Risk Owner
Risk title
Risk description
Treatment action log
category
What can be done to reduce the
Risk
reviewed
Likelihood
Consequence
likelihood?
Rating
All ELT
Reliance on key staff
Capability
IF, we continue to be reliant on a
1.Identify and document key staff and key roles
Items 1-4 have been
Likely
Significant
Medium
Nov 22
Managers
on a small number of key SME’s and
2. BCP work has required that back-up plans are
implemented
workloads remain high THEN if any
identified and documented including cover for
Sept 22: A workshop will be
of those people get sick, burnt out
critical tasks. Revisit this document to ensure it
run with ELT on 12 October,
or leave the organisation, this will
is still valid
focussing on implementing
compromise our ability to deliver
3. Review the TOM work which has identified
mitigations
and creates critical points of failure
critical staff risk and has incorporated this into
14 October: A first workshop
the organisational changes being implemented
was run with ELT which did a
to determine if it is still valid and if it has
deep dive into this risk. New
mitigated any risk
mitigations were identified.
4. Identifying back-ups for all key staff during
Not everything was
the GE
completed, so another will be
5. Document all critical GE delivery processes
run and this risk will be
showing clear ownership and back ups
updated as a result of the two
6. Staff retention and attraction policies and
workshops next month.
practices being implemented
11 Nov – this risk needs to be
7.Recruitment, H&S, BCP, reprioritisation
updated based on the ELT
8.Review of GE 2023 critical path to identify
workshop. This will be done
critical points of failure and where we may need
post Hamilton West by
to have more documentation around process.
election
9. Identify ways to support critical staff if a crisis

arises that they need to deal with
10. Develop and roll out succession planning
including understanding and planning for career
pathways
11.Identify substitutes and ensure they are well
informed to be able to step in
12.Capture knowledge to make it readily
accessible for others
13.Run an ELT workshop to identify critical
issues and develop a shared plan going forward.
DCE
SMEs leaving
Capability
IF people leave without providing a
1. Managers set expectations with the team that
Sept 22: This is a new
Very Likely
Minor
Medium
Feb 23
Enterprise
without sharing
substantive handover (either in
they are to document key processes
programme risk and has been
Services
information
person, via documentation or
2. Managers to ensure that when someone
assigned to the risk owners
DCE
both), THEN we lose a significant
resigns they prioritise writing a thorough
only this month. Progress
Operations
amount of knowledge that makes
handover document
against treatments will be
the next person's role harder,
3. Managers prioritise recruitment so there is a
reported next month.
potential rework and potential non
handover period
14 Oct – progress has been
delivery of items
4. P&C prioritise recruitment for critical roles
made on treatment 3 & 4.
20 Feb -The process and
assurance work that is starting
in March will address much of
this risk as key processes will
be documented
CIO and
Catalyst resource
Technology
IF, the Catalyst team has resource
1. Have regular meetings with the Catalyst
12 Nov 21 - Weekly meetings
Feasible
Significant
Medium
Oct22
Business
contention/resource
contention due to illness and other
account manager
Commenced
System
availability
EC projects, THEN this may delay
2.Hold them to account over delivery dates
19 Nov 21 - Draft Statement of
Owner
delivery of GE projects
3. Have 2 EC staff on site
Work received
4. Ensure the Catalyst statement of work is
26 Nov 21 - Final Statement of
realistic
work expected
5. Create a dashboard that informs EC of all the
30/6/22 - A dashboard of work
work catalyst have on and when it is due
is prepared and will be
6. Make trade-off decisions if necessary, based
presented to the EEV Steering
off information in the dashboard
Group for prioritisation
7. PMs to work with Catalyst to monitor delivery
Sept 22: Significant work has
8. Ensure we are providing Catalyst with
gone into prioritising Catalyst
business requirements in a timely fashion
work to ensure there is clear
9. Ensure we are clear to Catalyst about our
direction so that their
priorities
resources are working on the
areas of greatest need. An
additional resource has been
secured for the next two
https://electionsnz.sharepoint.com/:w:/s/GE2023Programme/EQeHfP9ArUtHsQLE5vMsooIBrNANFBhBmXJb-UKs702alg?e=zhpWly

Treatment Action (Mitigations)
Assessment of CURRENT Risk
Risk
Last date
Risk Owner
Risk title
Risk description
Treatment action log
category
What can be done to reduce the
Risk
reviewed
Likelihood
Consequence
likelihood?
Rating
months to work on the MIKE
system
14/10/22 – Catalyst has been
briefed on the work and work
continues to be prioritised
with the business.
20/02/2023 - Regular
prioristisation meetings
between Catalyst and EC
continue with focus on
completion of Must have
functionality for GE2023
CIO
Cyber Attack on
Technology
IF, A malicious cyber attack were to
1.Structured improvement of controls
30/6/2022 - Treatment items
Feasible
Major
Medium
Sept 22
Critical Systems
occur on critical systems, THEN,
(technology, human, supply chain management)
1-6 have been implemented
Security of information would be at
to enable us to continually improve our ability
Sept 22: Treatments 1-11 have
risk and systems may be down.
to identify, prevent and respond to cyber
been implemented
security incidents.
20/2/2023 - work continues on
2.Resourcing focused on cyber security issues.
Treatment 12 in conjunction
3.Draft enterprise-wide information systems
with the ARTS project, to
strategic plan (ISSP) Phishing, training, SMT
automate parts of the
focus and leadership to inform staff.
onboarding process. Enhanced
4.Cloudflare DDoS protection.
threat intelligence now
5.Developing playbooks for incident types
implemented into device
6.Funding in FY21/22 budget for control
endpoints as part of
improvements including resources, software
Treatment 13.
and process improvements.
7.Certifying and accrediting GE critical systems.
8.Links to NCSC and acting upon security
bulletins.
9.Patching applications, infrastructure regularly
and quickly.
10.Pentesting applications and infrastructure
annually.
11.Third party supply chain audits.
12.In the process of improving
authentication/authorisation at the Commission
to reduce ability for attackers to harvest
credentials.
13.Implementing extra monitoring software to
improve our ability to detect and prevent
incidents
14.Larger Cyber Security awareness campaigns

2. Issues
The issues below have been identified as Programme issues. They do not include issues raised for each workstream. The full issues register can be found here.
There are no current medium or high programme issues to report this month.

Impacted area
Expected
Date
Issue Description
Impact on business
Management / Progress update
Reputation/
RAG
Assigned To
Resolution
People
Process
Systems
Finance
Reported
Other
Date

3. Financials
The most recent budget information available is December YTD as follows:

% Full Year

Current

YTD

Full Year
Spend

Actual
Budget
Variance

Actual
Budget
Variance

Budget




Total Operating Expenses
667,949
1,665,637
997,689
4,972,755
8,740,921
3,768,165     38,705,877
12.8%

We are reporting a $3.8m underspend YTD, however the majority of this is due to phasing. It is expected that we will spend the full budget for 22/23. Cost pressures that were identified for 22/23 are highly likely to be able to be solutioned within the current budget (this will be confirmed by April).
The 23/24 budgeting exercise is underway and cost pressures for that financial year have been identified. These will be considered following the budgeting exercise.

4. Milestones
Key milestones that have been identified are listed below and these will be updated following the reset based on the election date confirmation.
Milestone key: Green = Milestone date will be met. Amber = Milestone may not be delivered on time. Red = Milestone will not be delivered by agreed baseline date

Critical path milestones are included below and a visual representation can be found here. The major milestones have been reviewed following the election date announcement, although more review is required and will be worked through over the coming month.

Estimated
Baseline
Re-baseline
Current Finish

Finish
Finish Date
finish date
Date
Workstream
Type
Date (early
or Work
planning)
packets
Milestone
Status
IT-GETP
All requirements completed
L0-Governance

24/02/22

24/02/22
Completed
ES
Recruitment Strategy approved
L0-Governance

13/05/22

28/05/22
Completed
ES-GETP
Procurement plan completed
L0-Governance

30/05/22

06/07/22
Completed
Programme
EC Board approval of EC Board engagement calendar
L0-Governance

06/7/22

6/70/22
Completed
ES
Electorate Manager Recruitment Go Live
Critical Path

8/8/22

8/08/22
Completed
ES
Recruitment plan approved
L1-Primary

10/06/22

17/08/22
Completed
Programme
EC Board approval of Programme Board ToR
L0-Governance

17/08/22

17/08/22
Completed
Programme
Environmental Scan to EC Board
L0-Governance
17/08/2022

17/08/22
Completed
ES-IT
All systems ready for HQ Simulation
Critical Path

11/9/22

11/09/22
Completed
Mark L
Trust in the Election to EC Board
L0-Governance
21/09/22

14/09/22
Completed
Legal & Policy
Amended policy on party registration and logos to EC Board
L0-Governance

17/08/22

14/09//22
Completed
VS-RPR
GE Implementation ready for HQ Simulation
L1-Primary

30/06/22

23/09/22
Completed
VS
HQ Simulation Start
Critical Path

23/09/22

23/09/22
Completed
Legal & Policy
Registration of political party and logo to EC Board
L0-Governance

12/10/22

12/10/22
Completed
Legal & Policy
Broadcasting allocation process and timeline to EC Board
L0-Governance

12/10/22

12/10/22
Completed
Ops- MEO
MEO implementation plan – EC Board approval
L0-Governance

12/10/22

12/10/22
Completed
VS
HQ Simulation Completed
Critical Path

14/10/22

14/10/22
Completed
Programme
Programme Management Plan to Programme Board
L0-Governance
31/03/22
12/12/22

19/10/22
Completed
VS-RPR
Career site design and implementation complete
L1-Primary

April 22

02/11/22
Completed
VS-RPR
Certification and Accreditation completed – Phase 1
L1-Primary

May 22
31/10/22
28/11/22
Completed
VS-RPR
Privacy Impact Assessment completed – Phase 1
L1-Primary

May 22
07/10/22
28/11/22
Completed
ES-GETP
Procurement complete
L0-Governance

28/10/22

30/11/22
Completed
Programme
Programme Management Plan to EC Board
L0-Governance
31/03/22
14/12/22

14/12/22
Completed
Comms &Ed
GE Public Information and education campaign strategy and budget to EC Board
L0-Governance

14/12/22

14/12/22
Completed
Programme
IQA ToR to EC Board
L0-Governance
14/12/22

14/12/22
Completed
VS-RPR
Reporting tested and completed – Phase 1
L1-Primary

July 22
18/11/22
31/01/23
Completed
Comms &Ed
GE Public Information and education campaign strategy and budget approved
L0-Governance

Completed
by EC Board

31/01/23
31/01/23
ES-GETP
Electorate Manager IT setup complete
Critical Path

13/02/23

13/02/23
Completed
VS
Electorate Managers start
Critical Path

13/02/23

13/02/23
Completed
ES-IT
Training event preparation complete
Critical Path

13/02/23

13/02/23
Completed
Operations
Participation & Engagement Strategy to EC Board
L0-Governance

14/12/22

14/02/22
Completed
VS
Electorate Manager Centralised training start
Critical Path

20/02/23

20/02/23
Completed
ES
Designation, Delegations and Declarations in place
Critical Path

14/02/23
22/02/23
22/2/23
In progress
ES-IT
EMS Operationally Ready (excl SnapHire Integration)
Critical Path

31/12/22
28/02/23
28/02/23
In progress
ES-GETP
Electorate HQ location design complete
Critical Path

31/12/22

28/2/23
In progress
ES
Electorate HQ properties secured
Critical Path

31/12/22

28/2/23
In progress
ES-IT
EMS Operationally Ready (incl SnapHire Integration)
Critical Path

28/02/23
In progress
ES-IT
ERSA Development Complete
Critical Path

28/02/23

28/02/23
In progress
VS
Covid protocols confirmed
Critical Path

1/03/23

1/03/23
Not started
https://electionsnz.sharepoint.com/:w:/s/GE2023Programme/EQeHfP9ArUtHsQLE5vMsooIBrNANFBhBmXJb-UKs702alg?e=zhpWly

Estimated
Baseline
Re-baseline
Current Finish

Finish
Finish Date
finish date
Date
Workstream
Type
Date (early
or Work
planning)
packets
Milestone
Status
IT-GETP
Centralised Processing Team setup complete
Critical Path

01/02/23

1/03/23
Not started
VS-RPR
Recruitment Process Redesign/MoJ integration complete
Critical Path

June 22
15/03/23
15/03/23
In progress
VS
Centralised Processing Team Simulation
Critical Path

Mid March

Mid March
Not started
Programme
IQA results to EC Board
L0-Governance
15/03/23

15/03/23
In progress
Comms&Ed
GE Public Information and education plan to EC Board
L0-Governance
15/03/23

15/03/23
In progress
Legal & Policy
Final Party registrations and logos to EC Board (by Writ Day)
L0-Governance
15/03/23

10/09/23
15/03/23
Not started
Legal & Policy
Progress on broadcasting allocation, submissions and upcoming oral hearings to
L0-Governance

Not started
EC Board
15/03/23
15/03/23
TBC
Security Strategy to EC Board
L0-Governance
2/11/22

15/03/23
In progress
VS-RPR
Final Snaphire testing completed
L1-Primary

June 22
18/03/23
18/03/23
In progress
VS-RPR
Integration – ESB – End to end UAT complete
L1-Primary

24/03/23
24/03/23
In progress
VS
HQ Supplies delivered
Critical Path

24/03/23

24/03/23
Not started
VS-RPR
Privacy Impact Assessment completed – Phase 2 (full go live)
L1-Primary

3/04/23
3/04/23
Not started
VS-RPR
Career site design and implementation complete
L1-Primary

April 22
12/04/23
12/04/23
Not started
VS-RPR
Reporting tested and completed – Phase 2 (full go live)
L1-Primary

July 22
13/04/23
13/04/23
Not started
VS-RPR
Certification and Accreditation completed – Phase 2 (full go live)
L1-Primary

14/04/23
14/04/23
In progress
IT-GETP
Electorate headquarters operational
Critical Path

21/04/23

21/04/23
Not started
VS-RPR
Go Live Part 2 (full integrated system)
L0-Governance

26/04/23
26/04/23
Not started
VS
Operations Manual complete (Vol. 1 complete, Vol 2 and 3 in progress)
Critical Path

16/12/22
28/04/23
28/04/23
In progress
ES-IT
BCP DR Enhancements complete
L0-Governance

30/12/22

28/04/23
In progress
ES/Comms
Logistic & Supply Mgr recruitment goes live
Critical Path

23/01/23
1/05/23
1/05/23
Not started
ES/Comms
Rostering & Recruitment Manager recruitment go live
Critical Path

20/02/23
1/05/23
1/05/23
Not started
ES
Tupu Election Ready
Critical Path

1/05/23

1/05/23
Not started
Legal & Policy
Progress on broadcasting allocation, submissions and upcoming oral hearings to
L0-Governance

Not started
EC Board
17/05/23
17/05/23
Comms&Ed
GE Public Information and education campaign update to EC Board
L0-Governance
17/05/23

17/05/23
Not started
VS
Readiness Test 1 Completed - EMS focus
Critical Path

18/05/23

18/05/23
Not started
E&CE
Enrolment Update Mailout – MIKE Data Extract (NZ Post)
Critical Path

22/05/23

22/05/23
Not started
ES-IT
ERSA Go Live
Critical Path

1/06/23

1/06/23
Not started
VS
Overseas Temp staff recruited
Critical Path

1/06/23

1/06/23
Not started
IT-GETP
RRM IT set up complete
Critical Path

1/06/23

1/06/23
Not started
VS
RRMs start
Critical Path

6/06/23

6/06/23
Not started
ES/Comms
Trainer Recruitment Goes Live
Critical Path

12/05/23
9/06/23
9/06/23
Not started
VS
RRM Centralised training completed
Critical Path

14/06/23

14/06/23
Not started
ES-GETP
LSM IT set up complete
Critical Path

1/05/23
19/06/23
19/06/23
Not started
VS
LSMs start (rural electorates)
Critical Path

26/04/23
19/06/23
19/06/23
Not started
Legal & Policy
Final Party registrations and logos to EC Board
L0-Governance
21/06/23

21/06/23
Not started
VS
LSM Centralised Training (rural/regional electorates)
Critical Path

3/05/23
23/06/23
23/06/23
Not started
VS
LSMs start (urban electorates)
Critical Path

22/05/23
27/06/23
27/06/23
Not started
VS
Readiness Test 2 completed - all electorates
Critical Path

28/06/23

28/06/23
Not started
VS
Critical Path

23/05/23
28/06/23
Not started
LSM Centralised training (urban electorates)

28/06/23
VS
Ballot Papers dress rehearsal
Critical Path

30/06/23

30/06/23
Not started
VS
List of draft voting places sent to parties for consultation
Critical Path

2/06/23
30/06/23
30/06/23
Not started
ES-IT
EMS Election Ready
Critical Path

1/07/23

1/07/23
Not started
ES-GETP
Mobile phones for voting places complete
Critical Path

1/07/23

1/07/23
Not started
ES/Comms
Bulk Recruitment Goes Live
Critical Path

1/06/23
03/07/23
3/07/23
Not started
E&CE
Enrolment update campaign starts, first packs in letterboxes
Critical Path

3/07/23

3/07/23
Not started

Estimated
Baseline
Re-baseline
Current Finish

Finish
Finish Date
finish date
Date
Workstream
Type
Date (early
or Work
planning)
packets
Milestone
Status
E&CE
Community Engagement Campaign starts
Critical Path

3/07/23

3/07/23
Not started
VS
EasyVote dress rehearsal complete
Critical Path

6/07/23

6/07/23
Not started
VS
Bulk supply deliveries complete
Critical Path

13/07/23

13/07/23
Not started
VS
Electorate trainers begin to start
Critical Path

18/07/23

18/07/23
Not started
Legal & Policy
Final Party registrations and logos to EC Board
L0-Governance
2/08/23

2/08/23
Not started
VS
Election night dress rehearsal - all electorates
Critical Path

8/08/23

8/08/23
Not started
E&CE
Writ Day Roll Close
Critical Path

13/08/23

13/08/23
Not started
VS/ES
Party List generated and printed
Critical Path

14/08/23

14/08/23
Not started
E&CE
Data Extract: Easy Vote & Roll Print
Critical Path

17/08/23

17/08/23
Not started
E&CE
Roll Print – MIKE Data Extract (Blue Star)
Critical Path

18/08/23

18/08/23
Not started
E&CE
EasyVote – MIKE Data Extract (NZ Post)
Critical Path

18/08/23

18/08/23
Not started
VS
Early count and post election training complete
Critical Path

25/08/23
23/08/23
23/08/23
Not started
Comms&Ed
Upload Voting papers & Download VP Live on website
Critical Path

30/08/23

30/08/23
Not started
VS
Readiness Test 3 complete - post election processes
Critical Path

31/08/23

31/08/23
Not started
VS
Voting places approved by CE
Critical Path

4/08/23
1/09/23
1/09/23
Not started
VS
Advanced voting papers provided
Critical Path

1/09/23

1/09/23
Not started
VS
Delivery of equipment to voting places open in advance completed
Critical Path

3/09/23

3/09/23
Not started
VS
Main run EasyVote packs delivered
Critical Path

4/09/23

4/09/23
Not started
ES-IT
UVP Election Ready
Critical Path

4/09/23

4/09/23
Not started
ES-IT
DVP Election Ready
Critical Path

4/09/23

4/09/23
Not started
ES-IT
Overseas App Election Ready
Critical Path

4/09/23

4/09/23
Not started
VS
EasyVote supplementary delivered
Critical Path

7/09/23

7/09/23
Not started
VS
All ballot papers delivered to electorate HQs
Critical Path

8/09/23

8/09/23
Not started
VS
Training for voting place staff completed
Critical Path

15/09/23

15/09/23
Not started
IT-GETP
Results phone solution Election Day ready
Critical Path

15/09/23

15/09/23
Not started
IT-GETP
NO Processing Team (NOPT) operational
Critical Path

15/09/23

15/09/23
Not started
VS
NOPT staff start
Critical Path

17/09/23

17/09/23
Not started
E&CE
Election Day Roll qualified – start SVD Processing
Critical Path

20/09/23

20/09/23
Not started
VS
Overseas Voting Go Live
Critical Path

30/08/23
25/09/23
25/09/23
Not started
VS
Dictation Service Go Live
Critical Path

30/08/23
26/09/23
26/09/23
Not started
E&CE
SVD Processing deadline for return to Electorate Manager
Critical Path

26/09/23

26/09/23
Not started
VS
Last day for return of special declaration votes (legal date)
Critical Path

29/09/23

29/09/23
Not started
VS
Advanced Voting starts
Critical Path

4/09/23
2/10/23
2/10/23
Not started
VS
Last day to receive postal votes from overseas
Critical Path

29/10/23

29/10/23
Not started
VS
Last day to get special votes to home returning officer
Critical Path

29/10/23

29/10/23
Not started
VS
Declaration of official results
Critical Path

6/10/23
3/11/23
3/11/23
Not started
VS
Voting Services electorate HQs closed
Critical Path

30/11/23

30/11/23
Not started
IT-GETP
Decommissioning complete
L0-Governance

31/12/23

31/12/23
Not started
5. Dependencies
All dependencies are being tracked in the Master dependency register. Following the 5 August planning day, the register has been tidied up, and dependencies relating to the critical path can be clearly identified. Dependencies are being well managed and there are no concerns to report.
6. Change Requests
There are no change requests for this reporting period.

https://electionsnz.sharepoint.com/:w:/s/GE2023Programme/EQeHfP9ArUtHsQLE5vMsooIBrNANFBhBmXJb-UKs702alg?e=zhpWly

7. Key Decisions
Reference
Description
Decision Actions
Required From
Raised By
Agreed By