02 12 09 2023.pdf

o  Mobile phone provision for Voting Services,
o  Commission HQ power resilience
o  Security update patching between now and the election period.
•  Regular daily stand-ups are in place with key contributors, led by IT PM Stephen
and
attended by Paul

UPDATE OF ISSUES:
1.  Key Person risk
•  With Aiden
due to leave at the end of September, there is a risk that technical
issues are unable to be resolved due to a loss of key institutional knowledge on various
business applications.
2.  Mobile phone provision for Voting Services –
•  7195 phones have been built and deployed to 2600 external sites (voting centres and
regional HQ’s). There are c. 81 sites that do not have one.nz connectivity.
3.  Commission HQ power resilience –
•  A back-up generator has been sourced for Manners St and is scheduled to be installed on
14/09, however IT are currently trying to align plans and dependencies to ensure
effective testing can take place ahead of the nominations process this week.
4.  Security update patching between now and the election period –
•  Critical security patching from Microsoft is due out this week and should be concluded by
the end of next week.  IT are also likely to need to apply ios and Android patches over the
coming weeks and will need to ensure plans are in place to minimise any disruption.
ACTIONS
1.  Key Person risk – Paul
will be meeting with Aiden today (12/09) to better understand
risk and construct a mitigation plan.
2.  Mobile phone provision for Voting Services – IT is continuing to work with One.NZ and Voting
Services to identify and deliver contingent solutions for impacted sites.
3.  Commission HQ power resilience – IT is working with supplier and property services to align
expectations to complete install and test.
4.  Security update patching between now and the election period – Cyber team to confirm
expected timeframe for ios and android patches and then work with Voting services to
confirm a plan
Comms and
Media
Education
•  There is a steady volume of media enquiries, mainly focused on enrolling and voting.
•  Seeing an uptick from regional media outlets wanting electorate specific information.
•  Communications team has provided two responses to requests for fact checks regarding vote
counting process.

Social Media
•  There is continued sentiment that there is no one to vote for.

Research
•  The Commission has received the report on the benchmark survey conducted by Kantar
Public from 27-30 July. Key points to note:
•  Most New Zealanders are aware (92%) there is an election this year.
•  Most New Zealanders (87%) state that they’re enrolled to vote at their current address
and think that it is easy to enrol.
•  The main thing to emerge is that intention to vote (74%) is down from what it was in 2014
(81%), 2017 (86%), and 2020 (85%).  The mild shift in intention is being driven by the
effort that people feel they need to make to decide who to vote for, particularly amongst
those aged 18 to 29.

6(a)

•  No significant issue to report at this stage.

FOR YOUR INFORMATION
MetService
Forecast for
12 Sep

Severe
A cold front and associated rain-band are expected to move northwards over New Zealand on
Weather
Thursday and early Friday. A strong northwest flow precedes the front, and a colder southwest
Outlook
flow follows it. There is moderate confidence that rainfall amounts will reach warning criteria
about Fiordland and Central/Southern Westland (especially about the ranges), and low confidence
about Buller and Kahurangi National Park.
There is also low confidence that the northwesterlies ahead of the front will reach severe gale for
a time about Otago, Southland and southern Fiordland late Wednesday and Thursday, about
inland Canterbury and Kaikoura on Thursday, and about Cook Strait, Wairarapa, Tararua District
and Central Hawke's Bay on Thursday and early Friday. Additionally. there is low confidence of
westerly or southwesterly winds reaching severe gale for a time about coastal Otago and
Southland later Thursday (and possibly early Friday) behind the front.
On Saturday, another cold front will approach the southern South Island, and there is low
confidence of northwesterlies rising to severe gale again about exposed parts of southern
Fiordland, Southland and inland Otago during the day.

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)

business applications.
2.  Mobile phone provision for Voting Services –
•  7195 phones have been built and deployed to 2600 external sites (voting centres and
regional HQ’s). There are c. 81 sites that do not have one.nz connectivity.
3.  Commission HQ power resilience -
•  A back-up generator has been sourced for Manners St and is scheduled to be installed on
14/09, however IT are currently trying to align plans and dependencies to ensure
effective testing can take place ahead of the nominations process this week.
4.  Security update patching between now and the election period –
•  Critical security patching from Microsoft is due out this week and should be concluded by
the end of next week.  IT are also likely to need to apply ios and Android patches over the
coming weeks and will need to ensure plans are in place to minimise any disruption.
ACTIONS
1.  Key Person risk – Paul
will be meeting with Aiden today (12/09) to better understand
risk and construct a mitigation plan.
2.  Mobile phone provision for Voting Services – IT is continuing to work with One.NZ and Voting
Services to identify and deliver contingent solutions for impacted sites.
3.  Commission HQ power resilience – IT is working with supplier and property services to align
expectations to complete install and test.
4.  Security update patching between now and the election period – Cyber team to confirm
expected timeframe for ios and android patches and then work with Voting services to
confirm a plan
Comms and
Media
Education
•  There is a steady volume of media enquiries, mainly focused on enrolling and voting.
•  Seeing an uptick from regional media outlets wanting electorate specific information.
•  Communications team has provided two responses to requests for fact checks regarding vote
counting process.

Social Media
•  There is continued sentiment that there is no one to vote for.

Research
•  The Commission has received the report on the benchmark survey conducted by Kantar
Public from 27-30 July. Key points to note:
o  Most New Zealanders are aware (92%) there is an election this year.
o  Most New Zealanders (87%) state that they’re enrolled to vote at their current address
and think that it is easy to enrol.
o  The main thing to emerge is that intention to vote (74%) is down from what it was in
2014 (81%), 2017 (86%), and 2020 (85%).  The mild shift in intention is being driven by
the effort that people feel they need to make to decide who to vote for, particularly
amongst those aged 18 to 29.
o  Two-thirds of New Zealanders are confident that the Electoral Commission conducts
elections fairly. The number of people who express total confidence has weakened from
59% after the 2020 General Election to 37% in July 2023.

Daily key metrics
•  4 media enquiries on 11 September
•  19 enquiries and comments on social media
•  24,061 visitors to vote.nz

ACTIONS:

1.  Comms has released the Kids Voting media.
2.  Comms has released the Internal communications regarding health and safety in area
surrounding national office.

Strategic
UPDATE ON ISSUES:
Engagement  •  SEP received feedback from communities across the motu around recruitment to VS
and
challenges, in particular not hearing back once they have applied.
Partnership   •  A significant level of confusion about voting eligibility, concern that our language does not
match INZ and is hard to find on the website
•  Ongoing challenging kōrero in various regions, some staff report people are going out of their
way to seek out EC kaimahi and complain.
•  Misinformation around what EC does, have heard several times that votes for unsuccessful
candidates/parties get attributed to others instead.
•  Some feedback from community around feeling they have not had enough contact from the
Commission over the past few years.

ACTIONS:
1.  SEP is working with Comms/VS units around responses from recruitment application
2.  SEP to discuss options re residency information with Comms

Enrolment
•  Current enrolment numbers for processing are:
•  7,107 forms in total (2,985 electronic, 4,122 paper)
•  Incorrect information in the Tableau dashboard for queues in the online application.
Dashboard currently showing 10k applications, it should be 2095. Miscommunication error.
To be corrected by Friday.
POTENTIAL ISSUE
•  Updating the Corrupt Practices List, due to a Court trial that has just concluded.
ACTION
1.  Enrolment will need to advise
Print of the possibility to reprint the roll covers for one
6(a)
electorate, because of the potential Corrupt Practices issue.
2.  Legal will update on the notice of conviction before Enrolment can add it to the Corrupt
Practices List.
RESOLVED
•  The issue with staff possibly needing to work Labour Day appears to have been resolved.

Customer
•  In the last 24 hours, the team had 364 tickets created and received 56 inbound calls. 47
Services
outbound calls were also made particularly for customers who sent their form in time but it
was unassigned.
•  Currently there are 290 open tickets with majority within the target timeframe.
•  Majority of the enquiries received were enrolment related, followed by the voting and other
enquiries.

PC
Added after the meeting 2.08pm
•  Nationwide issue with Snaphire, this has just affected the Commission.
ACTION
1.  IT is working with Aotel to resolve the issue.

FOR YOUR INFORMATION

MetService
Forecast for
12 Sep

Severe
A cold front and associated rain-band are expected to move northwards over New Zealand on
Weather
Thursday and early Friday. A strong northwest flow precedes the front, and a colder southwest
Outlook
flow follows it. There is moderate confidence that rainfall amounts will reach warning criteria
about Fiordland and Central/Southern Westland (especially about the ranges), and low confidence
about Buller and Kahurangi National Park.
There is also low confidence that the northwesterlies ahead of the front will reach severe gale for
a time about Otago, Southland and southern Fiordland late Wednesday and Thursday, about
inland Canterbury and Kaikoura on Thursday, and about Cook Strait, Wairarapa, Tararua District
and Central Hawke's Bay on Thursday and early Friday. Additionally. there is low confidence of
westerly or southwesterly winds reaching severe gale for a time about coastal Otago and
Southland later Thursday (and possibly early Friday) behind the front.
On Saturday, another cold front will approach the southern South Island, and there is low
confidence of northwesterlies rising to severe gale again about exposed parts of southern
Fiordland, Southland and inland Otago during the day.

PLEASE SAVE AS THIS TEMPLATE INTO RESPECTIVE
WEEK FOLDER
12/09/2023– Situation Report Week 1
As at 0900 on 12/09/2023 prepared by XXXX
Distributed to
GEDT members

Key Contacts
Suzanne Knight-Tinirau
Overview
Media
•  Steady volume of media enquiries, mainly focused on enrolling and
voting.
•  Seeing an uptick from regional media outlets wanting electorate
specific information
•  We’ve provided two responses to requests for fact checks regarding
vote counting process.

Social Media
Continued sentiment that there is no one to vote for.

Research
We have received the report on the benchmark survey conducted by Kantar
Public from 27-30 July. Key points to note:
A few key take-outs are:
•  Most New Zealanders are aware (92%) there is an election this
year.
•  Most (87%) New Zealanders state that they’re enrolled to vote at
their current address and think that it is easy to enrol.
•  The main thing to emerge is that intention to vote (74%) is down
from what it was in 2014 (81%), 2017 (86%), and 2020 (85%). The
mild shift in intention is being driven by the effort that people feel
they need to make to decide who to vote for, particularly amongst
those aged 18 to 29.
•  Two-thirds of New Zealanders are confident that the Electoral
Commission conducts elections fairly. The number of people who
express total confidence has weakened from 59% after the 2020
General Election to 37% in July 2023.

Daily key metrics
•  4 media enquiries on 11 September
•  19 enquiries and comments on social media
•  24061 visitors to vote.nz

Status of the issue/s
Action:
•  Kids Voting media release out today.
•  Internal communications have gone out regarding health and safety
in area surrounding national office.

6(a)

12/09/2023– Situation Report Week 1
As at 0900 on 12/09/2023 prepared by XXXX
Distributed to
GEDT members
Key Contacts
Paul

Overview
Summary of the current event – What we know
•  IT is currently working on and actively tracking 16 different activities that
support GE delivery, most of which are tracking to plan and under good
management.
•  There are a small number of issues that are currently being worked
through with respective technical SME’s, suppliers and associated
business owners, these are:
o  Key Person risk
o  Mobile phone provision for Voting Services,
o  Commission HQ power resilience
o  Security update patching between now and the election
period.
•  Regular daily stand-ups are in place with key contributors, led by IT PM
Stephen
and attended by Paul

Status of the issue/s  Who or what is affected?
•  Key Person risk – With Aiden
due to leave at the end of
September, there is a risk that technical issues are unable to be
resolved due to a loss of key institutional knowledge on various
business applications.
•  Mobile phone provision for Voting Services – 7195 phones have
been built and deployed to 2600 external sites (voting centres and
regional HQ’s).  There are c. 81 sites that do not have one.nz
connectivity.
•  Commission HQ power resilience – A back-up generator has been
sourced for Manners St and is scheduled to be installed on 14/09,
however we are currently trying to align plans and dependencies to
ensure effective testing can take place ahead of the nominations
process this week.
•  Security update patching between now and the election period –
Critical security patching from Microsoft is due out this week and
should be concluded by the end of next week. We are also likely to
need to apply ios and Android patches over the coming weeks and
will need to ensure plans are in place to minimise any disruption.

What is the status of the situation/service/issue?
•  Key Person risk – Paul
meeting with Aiden 12/09 to better
understand risk and construct a mitigiation plan.
•  Mobile phone provision for Voting Services – Continuing to work
with One.NZ and Voting Services to identify and deliver contingent
solutions for impacted sites.
•  Commission HQ power resilience – Work with supplier and
property services to align expectations to complete install and test.