Electoral-Management-Reference-Model-v.1.0

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4.3.1.2 Registration information and other data from secondary sources Registration and other data from secondary sources is data used in the maintenance of a permanent register that is not sourced directly from electors. Registration data is sourced from other electoral agencies with overlapping jurisdictions and other data comes from other government sources (e.g., vital statistics, motor vehicle registries, National Change of Address (NCOA), etc.). Data from secondary sources is generally in electronic format. 4.3.1.3 Returned Where to Vote Cards from Events Electoral agencies use mail returned as undeliverable (e.g., returned Where to Vote cards), as a source of information for updating the register. 4.3.1.4 Registration information from Events Elector-sourced registration information that is collected as part of an enumeration, election or referendum event is an input to Electors business processes. This registration information comes mainly in the format of hard-copy registration forms completed with the assistance of enumerators or election officials but, depending on the approach to enumeration, may also include verbal information received by telephone, electronic data received through online registration systems, and/or electronic information captured in the field by Returning Officer staff. 4.3.1.5 Undeliverable mail from Events When addressed mail based on the register of electors is returned as undeliverable, the Electors business area is notified. Returned mail may indicate that the elector’s registration is no longer current. 4.3.1.6 Elector participation data from Events Elector participation data from Events is case-level event participation information for each elector. For instance, if an elector voted, a voted “flag” could be set on the elector’s record for that event. The information is derived from a review of voting documentation and is produced in electronic format by the Events business area. It is provided to the Electors business area for storage in the register of electors and for reporting. 4.3.1.7 Electoral district/polling division assignments from Electoral Geography When elector registration information is data captured by the Electors business area, elector addresses are sent to the Electoral Geography business area for geo-coding and assignment to an electoral district (ED) and polling division (PD). The ED/PD assignment becomes an input to the Electors business area and is stored in the register of electors as part of the elector record. 4.3.1.8 List of electors with unresolved addresses from Electoral Geography Sometimes there is an error or missing information in an elector address that makes it impossible for Electoral Geography to locate the address on the ground. The elector registration that corresponds to the unresolved address must be set to inactive if there is ambiguity about the elector’s correct electoral district assignment. 4.3.1.9 Survey results and secondary data Survey results and Census data are needed to assess the quality of the information in the register of electors at different points throughout the business cycle. 25 April 9, 2010
4.3.2 Business Processes in Electors There are four business processes in the Electors business area: 1. Elector Registration 2. Secondary Source Registration 3. Register Maintenance 4. Reporting and Statistics What follows is a description of the business processes in terms of inputs to the processes, what is produced as a result of the processes and where those outputs are used. 4.3.2.1 Elector Registration Elector Registration processes include the collection of registration information from electors outside of an event and the data capture of all elector-sourced registration information so that it is ready for integration into the register of electors. Figure 8 summarizes the inputs, outputs and the destinations for Elector Registration business processes. Figure 8 Elector Registration Processes – Inputs, Outputs and Destinations Inputs Processes Outputs Destinations Registration information from electors Registration information from Events Elector Registration (collection of electorsourced registration information outside of events and data capture) Collection of elector-sourced registration information Jurisdictions that maintain a permanent register allow electors to access registration channels throughout the business cycle. The Elector Registration business processes include the collection of registration information through a variety of channels: in-person, mail, telephone, fax, and online. Recent innovations in this area include online registration, which is intended to make registration accessible to electors throughout the business cycle. 7 Elector-sourced registration information includes information provided by an elector pertaining to their own record and information pertaining to other electors. Local legislation and policies 7 The business processes related to the collection of elector-sourced registrations during events (enumeration, election or referendum) are covered in the Events business area chapter. 26 April 9, 2010 Electronic registration information ready for integration into the register of electors Provided addresses Register Maintenance Electoral Geography
Page 1 and 2: Electoral Management Reference Mode
Page 3 and 4: Document Control Date of original v
Page 5 and 6: TABLE OF CONTENTS GLOSSARY ........
Page 7 and 8: 5.2.6 Relationship between the addr
Page 9 and 10: 6.4.3 Post-event phase ............
Page 11 and 12: 8.3.1.10 Other geography products f
Page 13 and 14: LIST OF FIGURES Figure 1 The EMRM:
Page 15 and 16: GLOSSARY Absentee ballot - A ballot
Page 17 and 18: Enumeration - An intensive outreach
Page 19 and 20: Preliminary list - The list of elec
Page 21 and 22: 1.0 INTRODUCTION “Election manage
Page 23 and 24: Figure 1 The EMRM: A High-Level Vie
Page 25 and 26: Figure 2 Roadmap to this Document I
Page 27 and 28: • inform and monitor the media;
Page 29 and 30: elector registrations from the poll
Page 31 and 32: Returning Officers are appointed by
Page 33 and 34: Figure 4 Electoral Agency Stakehold
Page 35 and 36: usiness areas having an assigned co
Page 37 and 38: Figure 6 The EMRM: Business Areas,
Page 39 and 40: 4.1 Overall Objectives for Electors
Page 41 and 42: 4.2.5 Types of lists of electors us
Page 43: helpful tools for identifying sourc
Page 47 and 48: Figure 9 Secondary Source Registrat
Page 49 and 50: Figure 10 Register Maintenance Proc
Page 51 and 52: notifications mailed through proces
Page 53 and 54: (elector name, residential address,
Page 55 and 56: determine whether a team of two ele
Page 57 and 58: and Secondary Source Registration b
Page 59 and 60: 4.6.2.3 Registration of electors wh
Page 61 and 62: • sharing of data will reduce dup
Page 63 and 64: 5.0 ELECTORAL GEOGRAPHY This chapte
Page 65 and 66: Table 2 Number of electoral distric
Page 67 and 68: accessibility and to comply with le
Page 69 and 70: Figure 15 Relationship Between Regi
Page 71 and 72: 5.3 Electoral Geography Business Ar
Page 73 and 74: Triggers for a review of polling di
Page 75 and 76: are identified as new to the addres
Page 77 and 78: Figure 18 Work Processes within Add
Page 79 and 80: Figure 19 summarizes the inputs, ou
Page 81 and 82: Examples include: • maps that sho
Page 83 and 84: Figure 20 Variation in Level of Eff
Page 85 and 86: 5.6.2 Related to address register 5
Page 87 and 88: 5.7 Electoral Geography During the
Page 89 and 90: 2. To maintain a complete and curre
Page 91 and 92: Registered political parties are no
Page 93 and 94: Figure 25 Candidates and Their Affi
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6.2.4 Fairness in application of re
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6.3.2.1 Registration and Deregistra
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ED Associations. The Election Finan
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Destinations As illustrated in Figu
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signatures from electors who reside
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Destinations Information about lead
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Deregistration At the federal level
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proponent/proponent group and oppon
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6.3.3.5 Notifications of denial or
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6.4.4 Inter-event phase During the
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98 April 9, 2010
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7.2 Election Finance Business Area
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particular report include, but are
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Figure 37 Political Entity Filing -
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Figure 38 Political Entity Support
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Figure 39 Compliance and Enforcemen
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7.3.3.5 Lists of entities failing t
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7.6 Current Issues Affecting the El
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8.0 EVENTS The outputs produced by
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Figure 41 Events Business Processes
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When election dates are not fixed b
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• electors are registered to vote
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the elector has signed the ballot o
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8.3.1.2 Registration statistics fro
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1. Planning and Event Management 2.
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Figure 43 Planning and Event Manage
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Table 3 Example of a WBS and Activi
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Orders During the delivery of the e
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• cultural groups/demographics;
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• ballot printing; • photo-copy
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either a negotiated flat fee or a v
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processes, which link into Recruitm
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perceptions of their voting or regi
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Figure 49 Mailed Notifications - In
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Figure 50 Advertising and Communica
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Advertising and Communications proc
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The content of forms and guides is
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Figure 52 Procurement, Storage, and
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surveys, meetings, reports, etc. In
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Lessons learned from all sources ar
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maximum allowable number of registe
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• what should be printed on the c
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Electors must register at the time
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Figure 57 Voting - Inputs, Outputs
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mail envelope and must be received
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number to the number of electors wh
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Figure 59 Results Reporting - Input
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8.3.3.7 Candidate election results
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about potential polling places, pol
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The act of voting is a fundamental
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identification documents raises acc
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electors they serve and to train an
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a list of some of the questions tha
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Firm, legislated deadlines that mus
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9.3.4 Secure and Private - limits a
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9.3.10 Energy Efficient - environme
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