28/09/2023– Situation Report Week 3
As at 12.37pm on 28/09/2023 prepared by Crispian
Distributed to
All GEDT members
Key Contacts
Anusha Guler and Crispian
Martin to chair the hui.
Previous ELT
3 ELT Standup SITREPS 3 27092023 FINAL.docx
SITREP
Overview
Summary of the current event
• Queenstown and Southland state of emergency lifted (23/09)
• Overseas voting and dictation have started.
• Protests around Parliament take place on Thursday 28 September. The Incident Management team
(IMT) was stood up on the 26th September, and the daily IMT Sitrep will be shared with the Taskforce
members.
Key Dates
Days to advance voting
4 days
Days to election day
16 days
Voting Services
General Update:
Overseas Operations
• Four Overseas Voting Places are currently affected by the delivery delays, down from the 9 that were
affected yesterday, and the approved actions are in place for those four. For the the Overseas Voting
Places which have now received their shipments, their Ballot Paper download option via Tupu has
been removed.
• Assistance request please – we have received several requests for data relating to Overseas voting
trends, numbers eligible, how many of those voted etc, who can assist with these as we are not
resourced for these types of questions.
• Overseas, Dictation, and Remote Voting: Overseas, Dictation, Remote, eLearn - Tableau Cloud
Voting Place – Auckland
• There is a planned strike of prison staff next Tuesday. This could have an impact on advance voting in
these facilities.
Enrolment
Issue 1 Keying Error:
• As a result of a recent enrolment processing keying error (we put a Māori elector onto the wrong roll
type) we have conducted an audit to determine if there has been systemic keying errors.
• No systemic keying issue identified –
however, we did pick up another example of a Māori elector
being put onto the wrong roll type.
ACTION:
• Extending the audit, and focussing on a narrower category of only Māori Electors, who have enrolled
for the first time since 13 July.
Issue 2 Confirmation email error (online enrolment)
• We have identified an issue with a confirmation email, sent out as a result of an online enrolment
update.
•
Mike is correct. The issue is an incorrect confirmation email,
not a fault in MIKE. It is similar to the
issue with confirmation messaging in relation to online enrolments few weeks ago, for which we
stood up an IMT.
• IT is currently investigating.
• The customer services team has been briefed.
General Update
• Keying continues, averaging around 1,000m paper forms a day and 4,800 online forms a day.
Print Delivery
General Update:
• Mana hasn’t received Te Hai Hauauru rolls, and 6(a) has been notified.
• Whanganui received a large quantity of Te Hai Hauauru rolls that they do not know who they belong.
The electorate is working with the Te Hai Hauauru team while the Roll print team is carrying out
checks in the background.
IT
NEW ISSUE •
Cert NZ (Computer Emergency Response Team) critical vulnerability - we have identified a new
global critical vulnerability called “W
ebp” that highlights potential security risks to some of our
systems. We are conducting an impact assessment with our service deliver partners.
GENERAL UPDATE •
Connectivity Issue 25/9 - No further service issues, Incident report suggests issues were triggered by
Daylight savings changes at the weekend, but still to be 100% confirmed. Meeting supplier to discuss
next steps 28/9.
•
Field Users Mobile Connectivity – All additional
Spark SIM cards received and in the process of
being delivered to sites. Bulk activation process agreed and in place with Spark.
•
Interactive Voice Recognition Call Quality Issues – Acceptance testing scheduled for Thursday
1:30pm.
•
Enrolment Centralised Processing Wi-Fi issues in Upper Hutt – Continuing to monitor call quality
and call transfer issues. Higher spec Contact Centre headsets being arranged to mitigate the noise
pollution concerns at site in Upper Hutt
Customer
General Update:
Services
• Since yesterday, the team had 512 tickets created, received 52 phone calls and made 8 outbound
calls. 89% of tickets were resolved. Telnet received 1,466 calls and 158 emails, 19% higher volume
than last week.
• The top enquiry remains to be enrolment related, followed by general voting and Where & When
can I vote questions.
• Currently there are 9 complaints on hand across the business units.
ACTIONS TAKEN:
• The team continued to work with Telnet and IT and monitored any queries and issues raised,
including 3-way conversations, static sound and Zendesk audio quality issues.
Communications
General Update:
and Education
Media • Great story on Kids Voting published on RNZ
• Media providing lots of explainers on voting at the moment
• Receiving a wide range of queries – voting, donation limits, candidate security, whether umbrella
Outlook
west to southwest flow bringing showers. An active trough embedded in this flow is expected to affect
central and northern New Zealand on Saturday. The flow turns northwest on Sunday ahead of another
active trough which should move quickly over the country from the southwest on Monday, followed by
strong south to southwesterlies, then a ridge on Tuesday.
On Saturday, there is moderate confidence of severe west to southwest gales for Northland, Great
Barrier Island, Auckland and Coromandel Peninsula, and also moderate confidence of severe southwest
gales for Mahia Peninsula and near the coast of Tairawhiti/Gisborne. For Hawke's Bay south of Hastings
and the Tararua District, there is also moderate confidence of severe west to northwest gales early
Saturday morning. Wind Watches are now is force, please see latest information at
www.metservice.com.
On Sunday and Monday, there is moderate confidence of rainfall accumulations reaching warning criteria
in Westland, especially about the ranges, and low confidence for central and northern Fiordland. There is
also low confidence on heavy rain for Buller on Monday.
On
Monday, there is
high confidence of severe northwest gales for Hawke's Bay south of Hastings, the
Tararua District, Wairarapa, Wellington, the Marlborough Sounds and also the Canterbury High
Country. There is moderate confidence of severe northwest gales followed by severe southwest gales for
Southland, Stewart Island and Clutha, and also for severe southwest gales for Dunedin, North Otago and
about Banks Peninsula. Lastly, there is low confidence of severe westerly gales for southern Manawatu,
Horowhenua, Kapiti Coast and northwest Tasman, and also low confidence of severe northwest gales for
Marlborough (excluding the Sounds), Canterbury Pains, Christchurch, Banks Peninsula, North and Central
Otago and Dunedin.
MetService
Friday
Extended
North Island: Showers clearing in the south and east, but becoming frequent in the west from Waitomo
Forecast 29-1
southwards. South Island: Isolated showers in the east. Periods of rain elsewhere, but widespread and
October
possibly heavy in the west.
Saturday
North Island: Rain or showers for most, some heavy, easing late. South Island: Showers for most, but
clearing in Westland.
Sunday
North Island: Becoming fine in the east and south. Cloudy periods and the odd shower elsewhere. South
Island: Rain or showers in the west, mainly fine elsewhere.
Chatham Islands
Showers and westerlies. Showers becoming isolated later on Saturday.
ACTION REGISTER LOG
6(c)
Enrolment Dashboard
Customer Enquiries and Complaints Dashboard
28/09/2023– ELT Situation Report Week 3
As at 2.30pm on 28/09/2023 prepared by Crispian
Approved by Anusha Guler
Distributed to
ELT members
Key Contacts
Anusha Guler and Crispian
Martin chaired the meeting.
Previous ELT
3 ELT Standup SITREPS 3 27092023 FINAL.docx
SITREP
Overview
Summary of the current event
• Queenstown and Southland state of emergency lifted (23/09)
• Severe weather in Gisborne and Bay of Plenty. Gisborne is currently (0907) unaffected by the
weather. There has been some slipping at Otoko southeast of Matawai on SH2. This is a main
connection between Whakatane and Gisborne. The road is not shut presently. We will maintain a
watch on this road as it is the main supply run from Gisborne. No flooding in Bay of Plenty though
heavy rain in Tauranga.
• Rain is falling heavily in Coromandel but there is no flooding and no road closures.
• Rain in Hawkes Bay is moderate, but not approaching any critical or warning levels. It is forecast to
lighten this afternoon.
• Overseas voting and dictation have started.
• Protests around Parliament take place on Thursday 28 September. The Incident Management team
(IMT) was stood up on the 26th September, and the daily IMT Sitrep will be shared with the Taskforce
members.
Key Dates
Days to advance voting
4 days
Days to election day
16 days
Voting Services
General Update:
Overseas Operations
• Four Overseas Voting Places are currently affected by the delivery delays, down from the 9 that were
affected yesterday, and the approved actions are in place for those four. For the Overseas Voting
Places which have now received their shipments, their Ballot Paper download option via Tupu has
been removed.
• Received several requests for data relating to Overseas voting trends, numbers eligible, how many of
those voted etc, request support to assist with these as we are not resourced for these types of
questions.
ACTION
• Martin, Grace and Beth to discuss a plan for the request for overseas voting data.
Voting Places
• Weather disruption is a major concern. There are plans in place to manage expectations and
resources for Electorate Managers to handle on the day.
Enrolment
Issue: Keying Error:
• Conducted audit to check for systemic keying errors, follow up from previous Māori elector issue on
wrong roll.
• No systemic keying issue identified –
however, we did pick up another example of a Māori elector
being put onto the wrong roll type.
ACTION:
• Extending the audit to focus on a narrower category of only Māori Electors, who have enrolled for
the first time since 13 July.
Issue: Confirmation email error (online enrolment)
•
Mike is correct. The issue is an incorrect confirmation email,
not a fault in MIKE.
• IT is currently investigating, and customer services team has been briefed.
General Update
• Processing around 1,000m paper forms a day and 4,800 online forms a day.
Print Delivery
General Update:
• Notified 6(a) regarding Mana hasn’t received Te Hai Hauauru rolls.
• Whanganui received a large quantity of Te Hai Hauauru rolls. The electorate is working with the Te
Hai Hauauru team.
IT
NEW ISSUE •
Cert NZ (Computer Emergency Response Team) critical vulnerability - we have identified a new
global critical vulnerability called “W
ebp” that highlights potential security risks to some of our
systems. We are conducting an impact assessment with our service deliver partners.
GENERAL UPDATE •
Connectivity Issue 25/9 - No further service issues, Incident report suggests issues were triggered by
Daylight savings changes at the weekend, but still to be 100% confirmed. Meeting supplier to discuss
next steps 28/9.
•
Field Users Mobile Connectivity – All additional
Spark SIM cards received and in the process of
being delivered to sites. Bulk activation process agreed and in place with Spark.
•
Interactive Voice Recognition Call Quality Issues – Acceptance testing scheduled for Thursday
1:30pm.
•
Enrolment Centralised Processing Wi-Fi issues in Upper Hutt – Continuing to monitor call quality
and call transfer issues. Higher spec Contact Centre headsets being arranged to mitigate the noise
pollution concerns at site in Upper Hutt
Customer
General Update:
Services
• Since yesterday, the team had 512 tickets created, received 52 phone calls and made 8 outbound
calls. 89% of tickets were resolved. Telnet received 1,466 calls and 158 emails, 19% higher volume
than last week.
• The top enquiry remains to be enrolment related, followed by general voting and Where & When
can I vote questions.
• There are 9 complaints on hand across the business units.
Communications
General Update:
and Education
Media • Great story on Kids Voting published on RNZ
• Provided lots of explainers on voting at the moment
• Received a wide range of queries – voting, donation limits, candidate security, whether umbrella
parties will show on ballot paper.
• Received a number of requests for filming at voting places.
Social Media • Themes - EasyVote, voting from overseas E.g. who can be the witness to an overseas vote?
• Shared content from a number of overseas voting locations who posted on social media about
issuing their first votes
Daily metrics
• 7 media enquiries
• 158 enquiries and comments on social media
• 57,005 visitors to vote.nz - a significant increase in visits to the website
MetService
Friday
Extended
North Island: Showers clearing in the south and east, but becoming frequent in the west from Waitomo
Forecast 29-1
southwards. South Island: Isolated showers in the east. Periods of rain elsewhere, but widespread and
October
possibly heavy in the west.
Saturday
North Island: Rain or showers for most, some heavy, easing late. South Island: Showers for most, but
clearing in Westland.
Sunday
North Island: Becoming fine in the east and south. Cloudy periods and the odd shower elsewhere. South
Island: Rain or showers in the west, mainly fine elsewhere.
Chatham Islands
Showers and westerlies. Showers becoming isolated later on Saturday.
