01 11 09 2023.pdf

11/09/2023– Situation Report Week 1
As at 10.21am on 11/09/2023 prepared by Crispian
authorised by Anusha Guler
Distributed  All GEDT members
to
Key
Anusha Guler and Crispian

Contacts
Overview
Summary of the current event
•  There was 1 important major event – Writ Day (Sunday, 10 Sep)
•  Taskforce is fully activated.
Overseas
•  OVS is managing an incident with dictation registration that was meant to go live today at 9am
Voting
(11/09).
Services
•  There was a deployment issue with the OS application, where OVS was unable to transition the
(OVS)
dictation registration into production (last week Thursday (07/09) due to a minor issue.
•  The issues identified were the final template files – declarations and letterhead (excluding ballot
papers)
•  Catalyst is working on the above deployment, this is to be resolved by Monday, 11 September
afternoon.
•  This incident is treated as CRITICAL.
•  On a separate relevant issue: the main key staff is leaving the organisation and he was unable to
be contacted last week to discuss the above issue.
•  KEY PERSONNEL RISK: The individual staff leaving has all the knowledge about the overseas
application system.
•  OVS need to understand the escalation process with IT regarding the overseas systems. Any
issues arise from voters will require urgent resolution, investigation, or the involvement of a
senior member of IT with the necessary technical knowledge.

1pm Meeting Update:
•  The deployment issue has been resolved.
•  The incident is now categorised as AMBER.
•  The back up function and dictation are continuing as normal.
•  The OVS team has received 6 dictation calls and will be manually adding it into production.

ACTION:
1.  Requesting Paul
CIO to investigate options and provide solutions to address key
personnel risk.

Voting
•  The Rostering & Recruitment Manager for the Invercargill Electorate has resigned this morning.
Services -
Three other staff working on recruitment in this HQ have also resigned.
South Island  •  The Regional Manager is travelling to the electorate today. The People & Culture Advisor for the
South Island is travelling there tomorrow.
•  An update on this issue will be provided in tomorrow’s SITREP (12/09).

Comms and
Advertising
Education
•  The new phase of advertising has started on Sunday, 10 September and is running until 24
September. There is a slightly lower level of Orange Guy activity, the motivation campaign is
now live and Whaakata Māori content has launched.

Media
•  Writ day on Sunday – media release and social posts to mark event.
•  Karl, CE was interviewed on Radio Waatea this morning (11/09).
•  There is an article on Stuff this morning (11/09) about voter apathy.

Upcoming media this week:
•  Media releases on Kids Voting and release of candidate and voting places information

Social Media
•  Themes and questions - Voter apathy, how to vote from overseas, EasyVote cards, How to
update details

Daily key metrics
•  1 media enquiry over weekend
•  102 enquiries and comments on social media
•  Visits to vote.nz - 29918 on Saturday, 32027 on Sunday
Strategic
•  SEP team are experiencing strong themes around anti-voting and anti-government
Engagement  •  Some groups are expressing privacy concerns with their personal data
and
•  There are some safety concerns for community facing staff and contracted providers as public
Partnership
can be forceful in their views
•  SEP are managing high volume of engagement activity.
•  This is treated as BAU and is being managed.
•  Teams are getting support from H&S and Security and Resilience Advisors
•  The teams are meeting with contracted providers to provide support on safety
•  SEP is mindful of uniforms and visibility
•  SEP staff are prioritising engagements to manage workload and managing expectations on
event support and engagement activity.
Enrolment   •  Enrolment demand in the lead up to Writ Day roll close has spiked.
•  The demand is as expected, and the Enrolment team are confident that they can meet roll close
milestones.
•  There are approximately 17,500 enrolment forms that have come in for processing since 5pm
on Saturday 9/09/2023.  There has also been a spike in the number of email enquires over the
weekend (e.g. unpublished roll)
•  This is treated as BAU and is under control.
•  This demand was forecasted, and Enrolment have the resources and capability to meet it.  The
timeline is until 3pm (Wed, 13 Sep) (at the latest) to have these forms keyed and checked.

Customer
•  The volume of enquiries has been much higher over the weekend for the CS team and Telnet
Service (CS)
(84% higher than forecasted yesterday)
•  The enrolment related and unpublished enquiries have been the priority, as well as the
nomination and candidate related question.
•  CS is working on a Troubleshooting article to support any website issues.
•  CS will be implementing a wider working window during the voting period.

Dashboard general information:
•  Tickets on hand = 363
•  % of tickets on hand outside of SLA = 4.8%.
•  Average SLA met in last 7 days = 98.7%
•  Customer Satisfaction % over last 7 days = 92.6%

Themes:
•  Updating enrolment details
•  New enrolment
•  Returning enrolment form
People and
SnapHire
Culture
•  P&C are adding some minor adjustments to some of the documents in the system to clarify
process and variation documents.
Payroll
•  Every week P&C must do “Out of Cycle” Pay Runs. This has placed more pressure on the

function. P&C is looking to come to an agreement on when OoC pay runs that will be allowed to
alleviate the pressure.
•  There is an EDW Tax code confusion that happened during the week. P&C is in the process of
making sure everyone has the same understanding of the definitions as per the legislation.

ACTION:
1.  Request the Manager P&C to work with Director Voting Services around a consistent rule for
out of cycle payments.
2.  Request the Manager P&C to work with Director Voting Services and Director Enrolment to
investigate options for staff working on 21 and 23 October (Labour Day – Saturday and
Monday) and 1 November (Hawkes Bay Anniversary).
3.  Remind all Managers to process all staff timesheets on time to assist with P&C’s workload.

MetService
Forecast for
11 Sep

MetService    Tuesday
Extended
North Island: A few showers in the west. Becoming fine elsewhere. South Island: Showers in the
Forecast 12-
west and south, some possibly heavy. Mainly fine elsewhere.
15 Sep

Wednesday
Generally fine for most, but a few showers in western areas and also the far south.

Thursday
North Island: cloudy periods in the west, with scattered showers developing about and south of
Taranaki later. Mainly fine in the east. South Island: rain or showers developing in the west and
south, heavy at times. Fine with high cloud elsewhere.

Friday
North Island: A period of rain or showers spreading north, clearing in the west later. South Island:
Showers in the west and south easing, but a few showers developing elsewhere.

Chatham Islands
Rain easing to cloudy periods and a few showers on Tuesday. Strong northwesterlies, turning
southwesterly for a time Wednesday and early Thursday.

Issued: 11:29pm Sun 10 Sep (MetService)

11/09/2023– Situation Report Week 1
As at 3.59pm on 11/09/2023 prepared by Crispian
authorised by Anusha Guler
Distributed  ELT Members
to
Key
Anusha Guler and Crispian

Contacts
Overview
Summary of the current event
•  There was 1 important major event – Writ Day (Sunday, 10 Sep)
•  Taskforce is fully activated.
Overseas
•  OVS is managing an incident with dictation registration that was meant to go live today at 9am
Voting
(11/09).
Services
•  There was a deployment issue with the OS application, where OVS was unable to transition the
(OVS)
dictation registration into production (last week Thursday (07/09) due to a minor issue.
•  The issues identified were the final template files – declarations and letterhead (excluding ballot
papers)
•  Catalyst is working on the above deployment, this is to be resolved by Monday, 11 September
afternoon.
•  This incident is treated as CRITICAL.
•  On a separate relevant issue: A key staff is leaving the organisation and he was unable to be
contacted last week to discuss the above issue.
•  KEY PERSONNEL RISK: The individual staff member leaving has relevant knowledge about the
overseas application system.
•  OVS need to understand the escalation process with IT regarding the overseas systems. Any
issues arise from voters will require urgent resolution, investigation, or the involvement of a
senior member of IT with the necessary technical knowledge.

1pm Meeting Update:
•  The deployment issue has been resolved.
•  The incident is now categorised as AMBER.
•  The back up function and dictation are continuing as normal.
•  The OVS team has received 6 dictation calls and will be manually adding it into production.

ACTION:
1.  Request Paul
CIO to investigate options and provide solutions to address key
personnel risk.

Voting
Added at 3.15pm
Services -
•  The Rostering & Recruitment Manager for the Invercargill Electorate has resigned this morning.
South Island
Three other staff working on recruitment in this HQ have also resigned.

ACTIONS:
1.  The Regional Manager is travelling to the electorate today. The People & Culture Advisor for

the South Island is travelling there tomorrow.

Auckland
2.  An update on this issue will be provided in tomorrow’s SITREP (12/09).
South

Nothing to report
Comms and
Advertising
Education
•  The new phase of advertising has started on Sunday, 10 September and is running until 24
September. There is a slightly lower level of Orange Guy activity, the motivation campaign is
now live and Whaakata Māori content has launched.

Media

•  Writ day on Sunday – media release and social posts to mark event.
•  Karl, CE was interviewed on Radio Waatea this morning (11/09).
•  There is an article on Stuff this morning (11/09) about voter apathy.

Upcoming media this week:
•  Media releases on Kids Voting and release of candidate and voting places information

Social Media
•  Themes and questions - Voter apathy, how to vote from overseas, EasyVote cards, How to
update details

Daily key metrics
•  1 media enquiry over weekend
•  102 enquiries and comments on social media
•  Visits to vote.nz - 29918 on Saturday, 32027 on Sunday
Strategic
•  SEP team are experiencing strong themes around anti-voting and anti-government
Engagement  •  Some groups are expressing privacy concerns with their personal data
and
•  There are some safety concerns for community facing staff and contracted providers as public
Partnership
can be forceful in their views
•  SEP are managing high volume of engagement activity.

ACTIONS
1.  Teams are getting support from H&S and Security and Resilience Advisors
2.  The teams are meeting with contracted providers to provide support on safety
3.  SEP staff are prioritising engagements to manage workload and expectations on event
support and engagement activity.
Enrolment   •  Enrolment demand in the lead up to Writ Day roll close has spiked.
•  There are approximately 17,500 enrolment forms that have come in for processing since 5pm
on Saturday 9/09/2023.  There has also been a spike in the number of email enquires over the
weekend (e.g. unpublished roll)
•  This demand was forecasted, and Enrolment have the resources and capability to meet it.

1pm Meeting Update:
•  Enrolment has reduced the electronic enrolment forms to 13,000.

Customer
•  The volume of enquiries has been much higher over the weekend for the CS team and Telnet
Service (CS)
(84% higher than forecasted yesterday)
•  The enrolment related and unpublished enquiries have been the priority, as well as the
nomination and candidate related question.

Dashboard general information:
•  Tickets on hand = 363
•  % of tickets on hand outside of SLA = 4.8%.
•  Average SLA met in last 7 days = 98.7%
•  Customer Satisfaction % over last 7 days = 92.6%

Themes:
•  Updating enrolment details
•  New enrolment
•  Returning enrolment form
People and
SnapHire
Culture
•  P&C are adding some minor adjustments to some of the documents in the system to clarify

process and variation documents.
Payroll
•  Every week P&C must do “Out of Cycle” Pay Runs. This has placed more pressure on the
function. P&C is looking to come to an agreement on when OoC pay runs that will be allowed to
alleviate the pressure.
•  There is an EDW Tax code confusion that happened during the week. P&C is in the process of
making sure everyone has the same understanding of the definitions as per the legislation.

ACTIONS:
1.  Request the Manager P&C to work with Director Voting Services around a consistent rule for
out of cycle payments.
2.  Request the Manager P&C to work with Director Voting Services and Director Enrolment to
investigate options for staff working on 21 and 23 October (Labour Day – Saturday and
Monday) and 1 November (Hawkes Bay Anniversary).
3.  Remind all Managers to process all staff timesheets on time to assist with P&C’s workload.
FOR INFORMATION ONLY
MetService
Forecast for
11 Sep

MetService    Tuesday
Extended
North Island: A few showers in the west. Becoming fine elsewhere. South Island: Showers in the
Forecast 12-
west and south, some possibly heavy. Mainly fine elsewhere.
15 Sep

Wednesday
Generally fine for most, but a few showers in western areas and also the far south.

Thursday
North Island: cloudy periods in the west, with scattered showers developing about and south of
Taranaki later. Mainly fine in the east. South Island: rain or showers developing in the west and
south, heavy at times. Fine with high cloud elsewhere.

Friday
North Island: A period of rain or showers spreading north, clearing in the west later. South Island:
Showers in the west and south easing, but a few showers developing elsewhere.

Chatham Islands
Rain easing to cloudy periods and a few showers on Tuesday. Strong northwesterlies, turning
southwesterly for a time Wednesday and early Thursday.

Issued: 11:29pm Sun 10 Sep (MetService)