Electoral Management Reference Model A description of the business of delivering elections in Canada Prepared by Elections BC April 9, 2010 Version 1.0 Electoral Management Reference Model A description of the business of delivering elections in Canada Prepared by Elections BC April 9, 2010 Version 1.0 Document Control Date of original version: June 30, 2009 Last updated: April 9, 2010 Elections BC Sponsor: Harry Neufeld, Chief Electoral Officer Elections BC Project Manager Bob Jasperse, Director, Information Technology Agility Consulting Project Manager Jill Lawrance, Principal Elections BC Project Team: Corporate Planning and Event Management Anton Boegman, Executive Director Electoral Finance and Corporate Administration Nola Western, Executive Director Louise Sawdon, Manager, Electoral Finance Jodi Cooke, Electoral Finance Officer Information Technology Yvonne Koehn, Manager, Application Services David Lazarz, Manager, Technical Services Voter Registration and Boundaries Peter Gzowksi, Director Contact Information For additional information, please contact: Bob Jasperse Director, Information Technology Elections BC 333 Quebec Street, Victoria, B.C. V8W 9J6 Phone: 250-387-4139 Toll free: 1-800-661-8683 / TTY 1-888-456-5448 Fax: 250-387-3578 Email: [email protected] April 9, 2010 Contributors This document brings information provided from a variety of sources together. The Elections BC Project Team gratefully acknowledges contributions from the following jurisdictions. Organization Elections New Brunswick Elections Nunavut Elections PEI Elections Saskatchewan Le Directeur général des élections du Québec Elections Yukon Amendment History Date Description of Revisions Chapters Affected June 30, 2009 Contents drafted for 1.0 Introduction, 2.0 1.0, 2.0, 3.0 and 4.0 Business of Elections, 3.0 Introduction to the EMRM, and 4.0 Electors October 6, 2009 Addition of 6.0 Political Entities and 7.0 6.0 and 7.0 added Election Finance Edits to 1.0, 2.0 and 3.0 November 9, 2009 Addition of 4.0 Electors (substantially 4.0 and 5.0 added revised from version 1.0) and 5.0 Electoral Edits to 6.0 and 7.0 Geography December 18, 2009 Addition of 8.0 Events 8.0 added Edits to 4.0 and 5.0 February 3, 2010 Addition of 9.0 Considerations for 9.0 added Information Technology Planning and edits Edits to Figure 6 to 8.0 Events February 25, 2010 Edits to 9.0 Considerations for Information 9.0 Technology Planning April 9, 2010 Edits to Glossary; minor corrections Glossary TABLE OF CONTENTS GLOSSARY ................................................................................................................................... i 1.0 INTRODUCTION ............................................................................................................ 1 1.1 The Electoral Management Reference Model (EMRM) .................................................. 2 1.2 Future Elaboration ............................................................................................................ 3 1.3 Intended Audiences .......................................................................................................... 4 1.4 Structure of the Document ............................................................................................... 4 2.0 BUSINESS OF ELECTIONS .......................................................................................... 7 2.1 What Electoral Agencies Do ............................................................................................ 7 2.2 What Makes the Business Unique? .................................................................................. 8 2.2.1 Scale .......................................................................................................................... 9 2.2.2 Business cycle ........................................................................................................... 9 2.2.3 Legislative environment.......................................................................................... 11 2.2.4 Independent office .................................................................................................. 11 2.2.5 Consequences of failure .......................................................................................... 12 2.2.6 Spirit of sharing....................................................................................................... 12 2.3 Stakeholders ................................................................................................................... 13 3.0 INTRODUCTION TO THE EMRM ............................................................................ 15 3.1 Approach to Defining the EMRM .................................................................................. 15 3.2 EMRM Components and Presentation Standards .......................................................... 15 3.3 Overview of the EMRM ................................................................................................. 16 4.0 ELECTORS ..................................................................................................................... 19 4.1 Overall Objectives for Electors Business Area .............................................................. 20 4.2 Electors Business Area Background .............................................................................. 20 4.2.1 Elector qualifications .............................................................................................. 20 4.2.2 Elector registration .................................................................................................. 20 4.2.3 Elector data elements .............................................................................................. 20 4.2.4 Lists of electors ....................................................................................................... 21 4.2.5 Types of lists of electors used in events.................................................................. 22 4.2.6 Permanent register vs. temporary list...................................................................... 22 4.2.7 Register of electors quality statistics....................................................................... 23 4.2.8 Elector status or “flags” .......................................................................................... 24 4.3 Electors Business Area - Inputs, Business Processes, and Outputs ............................... 24 4.3.1 Inputs to Electors business processes..................................................................... 24 4.3.1.1 Registration information from electors ............................................................. 24 4.3.1.2 Registration information and other data from secondary sources .................... 25 4.3.1.3 Returned Where to Vote Cards from Events .................................................... 25 4.3.1.4 Registration information from Events .............................................................. 25 4.3.1.5 Undeliverable mail from Events ...................................................................... 25 4.3.1.6 Elector participation data from Events ............................................................. 25 4.3.1.7 Electoral district/polling division assignments from Electoral Geography .... 25 4.3.1.8 List of electors with unresolved addresses from Electoral Geography .......... 25 4.3.1.9 Survey results and secondary data .................................................................... 25 April 9, 2010 4.3.2 Business Processes in Electors ............................................................................... 26 4.3.2.1 Elector Registration .......................................................................................... 26 4.3.2.2 Secondary Source Registration ......................................................................... 27 4.3.2.3 Register Maintenance........................................................................................ 29 4.3.2.4 Reporting and Statistics .................................................................................... 32 4.3.3 Outputs of Electors business processes .................................................................. 34 4.3.3.1 Electronic registration information for Register Maintenance ......................... 35 4.3.3.2 Provided addresses for Electoral Geography ................................................. 35 4.3.3.3 Lists of electors for Events and external stakeholders ..................................... 35 4.3.3.4 Elector mailing lists for Events and Register Maintenance ............................. 35 4.3.3.5 List of polling divisions requiring splits for Events ......................................... 35 4.3.3.6 Elector counts by polling division for Electoral Geography .......................... 35 4.3.3.7 Registration statistics for Events ...................................................................... 35 4.3.3.8 Participation statistics for Events and external stakeholders ........................... 36 4.4 Electors and the Business Cycle..................................................................................... 36 4.4.1 Pre-event phase ....................................................................................................... 36 4.4.2 Event phase ............................................................................................................. 37 4.4.3 Post-event phase.....................................................................................................