Project plannerReferendum on the law making powers of the National Assembly for Wales – 3 March 2011Date:Author:Document version:Reviews:Name Role Date Sign-off ()

Contents 1 Objectives and success measures 1

2 Deliverables and tasks 2

3 Dependencies and contact details 22

4 Evaluation 23

1 Objectives and success measuresBefore compiling a detailed list of tasks, the aims of the project need to be established, i.e., what you want to achieve, and what success will look like.

Aims Tools for measuring successRun the referendum in accordance with the legislation and the Chief Counting Officer’s (CCO’s) instructions

Completion of tasks by deadlines Use of CCO’s resources Attendance at CCO’s/ DCCO’s briefing sessions

A good experience for all voters, with anybody who is entitled to vote able to do so

Feedback from voters Feedback from staff Feedback from organisations with an interest in the

referendum, including disability organisations

Transparency Feedback from stakeholders Any records that could be of interest to stakeholders and

can be made available are available Clear audit trail Communications strategy

Professional delivery of the referendum

Project plan Risk register Management structure Record of referendum project team meetings Contracts in place for any outsourced work Contingency arrangements

Consistency Plans Training schedule and materials Clear management structures and escalation procedures

An accurate result Clear audit trail Postal vote paperwork Ballot paper accounts Verification statements Worksheets Results

Result in which all stakeholders are confident

Record of complaints Feedback from voters, campaigners and other

organisations with an interest in the referendum, including disability organisations

Feedback from staff Minutes of evaluation/review and other relevant meetings No negative media reporting

1

No challenges to the result

2

2 Deliverables and tasksOnce the aims of the project have been established and objectives identified, individual tasks can be planned for and allocated. The plan below identifies a number of deliverables and tasks that must be undertaken, and highlights in blue tasks required to be undertaken at or by a particular time by the statutory referendum timetable. You must also add any additional deliverables or tasks you identify as necessary, including any to reflect your particular local circumstances.

You must send a copy of your project plan to the Commission’s Cardiff office via email by 10 December 2010. You must keep the plan under review throughout the referendum process, and use it as a tool to monitor your progress against

Deliverables

Subject / Sub-deliverables

Tasks Lead officer

Start (by not later than)

To be complete

d by

Done

(√)

Comments

Learn lessons from previous electoral events

Consider processes used at previous electoral events, and feed lessons learned into project planning

Consider outcomes from evaluation of previous electoral events

Consider experiences of other areas at previous electoral events

Plan for any amendments

w/c 29 Nov 2010

10 Dec 2010

3

Deliverables

Subject / Sub-deliverables

Tasks Lead officer

Start (by not later than)

To be complete

d by

Done

(√)

Comments

identified as necessary as a result of these reviews

Prepare plans to support the effective delivery of the referendum

Identify project aims and objectives, and plan for the tasks that will need to be undertaken to achieve these

Develop referendum plan using the CCO’s template

w/c 29 Nov 2010

10 Dec 2010

Identify and manage risks

Develop risk register using the CCO’s template

w/c 29 Nov 2010

10 Dec 2010

Allocate sufficient resources

Financial Identify projected costs. Once the relevant Fees and Charges Order has

w/c 29 Nov 2010

Five working days after Fees and

4

Deliverables

Subject / Sub-deliverables

Tasks Lead officer

Start (by not later than)

To be complete

d by

Done

(√)

Comments

been made, reconcile projected costs for activities against the available budget

Charges Order is made

Staffing As you identify your staffing requirements, also check the recruitment processes you are intending to follow are robust (for example, by seeking advice from your council’s HR department)

Liaise with your local authority about making available its

w/c 29 Nov 2010

w/c 13 Dec 2010

3 Dec 2010

17 Dec 2010

5

Deliverables

Subject / Sub-deliverables

Tasks Lead officer

Start (by not later than)

To be complete

d by

Done

(√)

Comments

officers to enable you to discharge your functions

Referendum project team

Assess need to recruit additional support staff

Identify staff for all roles

Develop contingency plans for unplanned staff absence

w/c 29 Nov 2010

w/c 29 Nov 2010

w/c 6 Dec 2010

3 Dec 2010

3 Dec 2010

10 Dec 2010

Staffing requirements for specific referendum processes

Determine staffing requirements for specific referendum processes, including polling station, postal voting and count staff

w/c 6 Dec 2010

w/c 13 Dec 2010

10 Dec 2010

17 Dec

6

Deliverables

Subject / Sub-deliverables

Tasks Lead officer

Start (by not later than)

To be complete

d by

Done

(√)

Comments

Write to any staff you have used previously and are considering re-appointing, checking availability

Appoint staff and dispatch letters of appointment

w/c 10 Jan 2011

2010

14 Jan 2011

Support staff

Identify support staff

Draw up an escalation procedure for complex enquiries

Appoint support staff and dispatch letters of appointment as appropriate

w/c 13 Dec 2010

w/c 13 Dec 2010

w/c 10 Jan 2011

17 Dec 2010

17 Dec 2010

13 Jan 2011

7

Deliverables

Subject / Sub-deliverables

Tasks Lead officer

Start (by not later than)

To be complete

d by

Done

(√)

Comments

Provide training to all staff involved in the referendum and attend briefing sessions provided by the DCCO and CCO

Training Attend DCCO/CCO briefing session in person

Ensure nominated referendum team member attends DCCO/CCO briefing session

Ensure referendum project team is familiar with referendum framework and legislation, and assess training needs

Identify training needs for all other staff

w/c 15 Nov 2010

23 Nov 2010

w/c 29 Nov 2010

w/c 6 Dec 2010

w/c 13 Dec

22 Nov 2010

23 Nov 2010

4 Dec 2010

17 Dec 2010

8

Deliverables

Subject / Sub-deliverables

Tasks Lead officer

Start (by not later than)

To be complete

d by

Done

(√)

Comments

Prepare training schedule

Prepare training sessions

Training of polling station staff

Training of postal vote issuing staff

Training of postal vote opening staff

Training of count staff

2010

w/c 3 Jan 2011

w/c 21 Feb 2011

w/c 14 Feb 2011

21 Feb 2011

w/c 1 Mar 2011

17 Dec 2010

14 Jan 2011

25 Feb 2011

17 Feb 2011

21 Feb 2011

4 Mar 2011Managing contractors/ suppliers

Poll cards/ballot papers/post

Assessment of whether you need to outsource

w/c 29 Nov 2010

3 Dec 2010

9

Deliverables

Subject / Sub-deliverables

Tasks Lead officer

Start (by not later than)

To be complete

d by

Done

(√)

Comments

al ballot packs

through a cost-benefit analysis

Where outsourcing is decided:

Create a clear specification setting out exactly what is wanted and by when (see the CCO’s contract management checklist)

Commence procurement process or choose a contractor from the council’s list of approved contractors

Develop written

w/c 6 Dec 2010

w/c 6 Dec 2010

w/c 20 Dec 2010

23 Dec 2010

23 Dec 2010

7 Jan 2011

10

Deliverables

Subject / Sub-deliverables

Tasks Lead officer

Start (by not later than)

To be complete

d by

Done

(√)

Comments

contract(s) with legal and/or other expert advice

Make contingency arrangements

Document all stages of the production process, including variations

Make initial contact with Royal Mail

w/c 3 Jan 2011

During production

w/c 29 Nov 2010

7 Jan 2011

Work completed

10 Dec 2010

Identify and book venues

Polling stations

Conduct an evaluation of the suitability of polling stations

Identify and book polling stations

w/c 6 Dec 2010

w/c 20 Dec 2010

17 Dec 2010

23 Dec

11

Deliverables

Subject / Sub-deliverables

Tasks Lead officer

Start (by not later than)

To be complete

d by

Done

(√)

Comments

Make contingency arrangements, including preparing a list of alternative venues and an emergency protocol

Finalise polling station layouts, including taking into account access issues

w/c 20 Dec 2010

w/c 10 Jan 2010

2010

23 Dec 2010

21 Jan 2010

Postal vote issue and openings

Identify and book venues

Make contingency arrangements, including preparing a list of alternative venues and an

w/c 20 Dec 2010

w/c 20 Dec 2010

23 Dec 2010

23 Dec 2010

12

Deliverables

Subject / Sub-deliverables

Tasks Lead officer

Start (by not later than)

To be complete

d by

Done

(√)

Comments

emergency protocol

Finalise layout of the premises, taking into account workflows and IT and security requirements,

w/c 10 Jan 2011

21 Jan 2011

Verification and count

Identify and book venue

Make contingency arrangements, including considering alternative venues and preparing emergency protocols

Finalise layout of

w/c 13 Dec 2010

w/c 20 Dec 2010

w/c 10 Jan

23 Dec 2010

23 Dec 2010

21 Jan

13

Deliverables

Subject / Sub-deliverables

Tasks Lead officer

Start (by not later than)

To be complete

d by

Done

(√)

Comments

the premises 2011 2011Appropriate allocation of electors to polling stations

Managing polling stations

Allocate electors to polling stations

w/c 6 Dec 2010 10 Dec 2010

Identification of potential integrity issues

Maintain a good working relationship with police Single Point Of Contact (SPOC)

Make contact with local police SPOC

Schedule regular communications

Review previous security arrangements and identify any risks

Make specific arrangements for police presence at polling stations, verification and the count

w/c 29 Nov 2010

w/c 29 Nov 2010

w/c 29 Nov 2010

w/c 17 Jan 2011

4 Dec 2010

4 Dec 2010

10 Dec 2010

21 Jan 2011

14

Deliverables

Subject / Sub-deliverables

Tasks Lead officer

Start (by not later than)

To be complete

d by

Done

(√)

Comments

Security of ballot boxes and ballot papers

Arrange for secure storage, including if there is a break in proceedings

Put in place a system to ensure that ballot papers cannot be interfered with during production and once they are ‘live’

w/c 17 Jan 2011

w/c 17 Jan 2011

21 Jan 2011

21 Jan 2011

Encourage participation

Raise awareness of the referendum

Prepare a public awareness strategy:

Plan for the effective delivery of information on the referendum

Make contact with the

w/c 29 Nov 2010

w/c 29 Nov

10 Dec 2010

10 Dec

15

Deliverables

Subject / Sub-deliverables

Tasks Lead officer

Start (by not later than)

To be complete

d by

Done

(√)

Comments

communications department at your local authority and seek their input

Ensure that all outgoing communications provide appropriate contact details to allow anyone to respond and obtain further information.

Send out press releases to local media to raise awareness of the referendum

Update and maintain web

2010

First communication

w/c 24 Jan 2011

w/c 24 Jan 2011

2010

Last communication

3 Mar 2011

4 Mar 2011

16

Deliverables

Subject / Sub-deliverables

Tasks Lead officer

Start (by not later than)

To be complete

d by

Done

(√)

Comments

pages with information on the referendum and statutory notices

Ensure all necessary equipment and stationery is in place to conduct the referendum

Stationery/ equipment

Prepare checklist of all stationery/equipment to be used

Check general stock levels and conduct equipment audit

Liaise with the local authority regarding provision of ballot boxes, fittings and compartments

Produce paperwork to be used during the verification and

w/c 17 Jan 2011

w/c 17 Jan 2011

w/c 13 Dec 2010

w/c 31 Jan 2011

21 Jan 2011

21 Jan 2011

17 Dec 2010

4 Feb 2011

17

Deliverables

Subject / Sub-deliverables

Tasks Lead officer

Start (by not later than)

To be complete

d by

Done

(√)

Comments

count processes

Test equipment, including equipment to be used for postal vote identifier verification

Prepare ballot boxes and other polling station equipment and forms for collection/delivery

15 Feb 2011

w/c 21 Feb 2011

15 Feb 2011

1 Mar 2011

Ensure all official documents required to conduct the referendum are in place

Poll cards Dispatch data to printers (ensuring system is in place to send updates after registration/absent voting deadlines)

Sign-off proofs

18 Jan 2011

21 Jan 2011

21 Jan 2011

21 Jan 2011

18

Deliverables

Subject / Sub-deliverables

Tasks Lead officer

Start (by not later than)

To be complete

d by

Done

(√)

Comments

First dispatch of poll cards

28 Jan 2011

28 Jan 2011

Postal ballot packs

Send data to printers

Sign off proofs

Commence printing (having ensured systems are in place to communicate data updates resulting from late applications), and carry out spot-checks

Print sufficient

18 Jan 2011

w/c 24 Jan 2011

w/c 31 Jan 2011

w/c 31 Jan 2011

18 Jan 2011

28 Jan 2011

11 Feb 2011

11 Feb

19

Deliverables

Subject / Sub-deliverables

Tasks Lead officer

Start (by not later than)

To be complete

d by

Done

(√)

Comments

postal ballot packs to issue as replacements

2011

Ballot papers

Ballot paper prepared in accordance with the CCO’s template and directions for printing

Dispatch data to printers and sign off proofs

Give print-run estimate

Confirm final print-run (to include late registrations

w/c 29 Nov 2010

w/c 3 Jan 2011

w/c 10 Jan 2011

17 Feb 2011

3 Dec 2010

7 Jan 2011

14 Jan 2011

17 Feb 2011

20

Deliverables

Subject / Sub-deliverables

Tasks Lead officer

Start (by not later than)

To be complete

d by

Done

(√)

Comments

under 11-day rule)

Print ballot papers and carry out spot-checks

w/c 10 Jan 2011 18 Feb

2011

Notices Decide where notices are to be displayed

Prepare notices

w/c 17 Jan 2011

w/c 24 Jan 2011

21 Jan 2011

14 Feb 2011

Registers and absent voters’ lists

Print registers for all polling stations, plus postal and proxy lists

Liaise with ERO to develop process for communicating alterations to register on polling day

w/c 24 Feb 2011

w/c 10 Jan 2011

1 Mar 2011

14 Jan 2011

21

Deliverables

Subject / Sub-deliverables

Tasks Lead officer

Start (by not later than)

To be complete

d by

Done

(√)

Comments

Publish notice of referendum

Print, display and upload to website 27 Jan 2011

Publish notice of poll and polling station situation

Print, display and upload to website 9 Feb 2011

Deadline for notification of appointment of referendum agent

Print, display and upload to website notice of appointment of referendum agents

9 Feb 2011 (noon)

Brief local campaigners and referendum agents

Prepare and deliver briefing session, using the CCO’s template

w/c 7 Feb 2011

11 Feb 2011

Deadline for applications for new postal votes and for amendments to existing postal and proxy voting arrangements

Send updates to printers

16 Feb 2011 (5pm)

22

Deliverables

Subject / Sub-deliverables

Tasks Lead officer

Start (by not later than)

To be complete

d by

Done

(√)

Comments

Deadline for final registration applications to vote in the referendum

Obtain data of registrations under the 11-day rule

16 Feb 2011

Publish referendum notice of alteration of register

Issue poll cards and postal votes to those included in this alteration as appropriate

24 Feb 2011

Manage the absent voting process

Postal vote issuing process

Commence first issue, plus further issues as circumstances demand

17 Feb 2011 --

Opening sessions

Decide on number and timing of opening sessions

Inform referendum agents and postal

w/c 14 Feb 2011

14 Feb 2011

18 Feb 2011

18 Feb 2011

23

Deliverables

Subject / Sub-deliverables

Tasks Lead officer

Start (by not later than)

To be complete

d by

Done

(√)

Comments

voting agents of opening sessions, giving at least 48 hours’ notice

First opening of postal votes

Final opening of postal votes, and completion of matching

21 Feb 2011

Polling day (after 10pm)

21 Feb 2011

Prior to completion of verification

Deadline for new proxy vote applications (except for medical emergencies)

Send out proxy poll cards as appropriate

23 Feb 2011 (5pm)

First day for issue of replacement spoilt or lost postal votes

Issue replacements as required

25 Feb 2011

Deadline for applying for a proxy because of a

Designate member(s) of staff

Polling day (5pm)

24

Deliverables

Subject / Sub-deliverables

Tasks Lead officer

Start (by not later than)

To be complete

d by

Done

(√)

Comments

medical emergency occurring after 5pm on the sixth working day before the referendum

to liaise with ERO to communicate decisions on emergency proxies

Deadline for replacement spoilt or lost postal votes

Ensure no more replacement postal votes are issued after this time

Polling day (5pm)

After the declaration of result

Display/publish results

Arrange for collection of any equipment that may need to be removed

Seal and send to the ERO the referendum

4 Mar 2011

w/c 31 Jan 2011

w/c 7 Mar 2011

4 Mar 2011

4 Feb 2011

28 Mar 2011

25

Deliverables

Subject / Sub-deliverables

Tasks Lead officer

Start (by not later than)

To be complete

d by

Done

(√)

Comments

materials as required by law and in the manner specified by the CCO

Pay fees to all staff involved in the referendum

Review meeting with stakeholders to obtain feedback

Complete data returns and submit by deadlines

Submit referendum accounts

w/c 14 Mar 2011

1 Apr 2011

28 Mar 2011

31 Dec 2011

1 Apr 2011

1 Apr 2011

28 Mar 2011

31 Dec 2011

26

3 Dependencies and contact detailsThe referendum is dependent on the following internal and external service providers:

Department/ Service/ Company/

Contact name

Phone number Email address

Internal service providers

E.g. IT support team, Print services, HR…

External service providers

E.g. software supplier, hardware supplier, printers, specialist stationery suppliers, Royal Mail…

27

4 EvaluationThis template can be used to inform the evaluation of the referendum or, if you have not yet reviewed your last electoral event, to inform that review. It should be adapted to ensure that it reflects the main deliverables and tasks, and assesses whether the stated objectives have been met. The outcome of the referendum evaluation can then be used to inform the planning for the next electoral event.

What worked well

Objectives met?

Issues to be addressed

Action To be completed by (date)

Responsible officer

Project planningE.g. timeliness of delivery, adequacy of task allocationAdequacy of polling places/stationsE.g. in relation to location/accessibility/size, response to any concerns arising from evaluation of suitability of polling stationsEquipment and stationeryE.g. stock levels

28

PrintersE.g. quality, timescales, price, communicationSoftware performanceE.g. Performance of scanning equipment, identification of any changes required to ease processing, supplier’s response to any issuesManagement of contractorsE.g. Performance of contractors: communication, effectiveness of contracts, value for moneyRecruitment and training (temporary and permanent)E.g. Was the training effective and were the staff efficient?Processing/handling of queriesE.g. Adequacy of FAQs,

29

complaints recording processResourcesE.g. staffing levels, availability of resourcesSecurity/IntegrityE.g. any problems that arose, comments/feedback from SPOCCount arrangementsE.g. suitability of venue and layoutPostal votingE.g. did all those who requested a postal vote receive one, any issues surrounding verification of personal identifiersCommunicationE.g. methods used for communicating information about the referendum/election, the voting system and the voting process. Did voters understand the process?Summary of feedback

30

E.g. feedback received from voters and other stakeholders, including verbal feedback or through a structured survey

31

Findings of the reviewAims Tools in

measuring success

Achieved ()

Comments/ supporting evidence

Run the referendum in accordance with the legislation and the Chief Counting Officer’s (CCO’s) instructions

Completion of tasks by deadlines

Use of CCO’s resources

Attendance at CCO’s/ DCCO’s briefing sessions

A good experience for all voters, with anybody who is entitled to vote able to do so

Feedback from voters

Feedback from staff

Feedback from organisations with an interest in the referendum, including disability organisations

Transparency Feedback from stakeholders

Any records that could be of interest to stakeholders and can be made available are available

Clear audit trail Communication

s strategy

Professional delivery of referendum

Project plan Risk register Management

structure Record of

referendum project team

32

meetings Contracts in

place for any outsourced work

Contingency arrangements

Consistency Plans Training

schedule and materials

Clear management structures and escalation procedures

An accurate result

Clear audit trail Postal vote

paperwork Ballot paper

accounts Verification

statements Worksheets Results

Result in which all stakeholders are confident

Record of complaints

Feedback from voters, campaigners and other organisations with an interest in the referendum, including disability organisations

Feedback from staff

Minutes of evaluation/review and other relevant meetings

No negative

33

media reporting No challenges

to the result

34