Annual Report 2013–14

Managing resources and assets

Assets management

The AEC manages both physical and information assets. Physical assets include ICT hardware and infrastructure, office fit-outs, machines and equipment. Information assets include major computer systems that help the AEC manage the electoral roll and conduct elections.

Information and communication technology assets

The AEC’s ICT services are delivered through a hybrid sourcing model that leverages a combination of in-house and external resources to support the delivery of AEC outcomes.

Modernisation

In 2013–14, the AEC continued to modernise its ICT environment and realised the benefits of recent investment in major computer applications – in particular, enhancements to roll management and election employment systems. This ensured that voter services for the 2013 federal election, the 2014 Griffith by-election and the 2014 Western Australian Senate election were delivered through streamlined, reliable and responsive ICT operations.

New ICT capabilities introduced over the year include:

  • a pilot of electronic certified lists (replacing paper certified lists) for voter mark-off during the 2013 federal election, Griffith by-election and the 2014 WA Senate election
  • a pilot of cloud-based services to host the Virtual Tally Room during the 2013 federal election
  • an election systems console to display near-time performance metrics for AEC enrolment and election systems. This allowed the AEC to redistribute processing workloads, identify emerging issues and optimise performance during peak election work periods.

Online services

The AEC also enhanced online applications that provide easy, accurate and timely services to the public through both election and non-election periods.

These include:

  • Check Enrolment – enabling voters to verify their enrolment status on the AEC website
  • Online Enrolment – enabling eligible voters to enrol to vote and/or update their enrolment details on the AEC website
  • Online Postal Vote Application – enabling voters to register for a postal vote on the AEC website if they are unable to vote at a polling place on election day
  • AEC Employment – enabling members of the public to apply for temporary election employment and monitor the progress of their application.

Property and equipment

The AEC manages accommodation across Australia and fit-outs based on an ‘end of life’ or ‘end of lease’ schedule. AEC staff oversee the asset database and manage office equipment and non-networked machines. An external commercial property manager is engaged to assist with property management.

This mix of internal and external service and maintenance arrangements ensures that all assets are fully functional and operate optimally.

ICT assets

The AEC’s physical ICT assets include servers, desktop computers, printers and operational software. As required, the AEC invests in the maintenance and upgrade of ICT assets to deliver operational outcomes and efficiencies.

In 2013–14, the AEC successfully managed the relocation of ICT equipment to a new data centre, in line with whole-of-government requirements. The new facilities provide a range of benefits, including new reliable hardware, greater system capacity, reduced environmental impacts and increased network security.

Asset purchases

Major asset purchases in 2013–14 were fit-outs for a number of office co-locations. The AEC also procured servers and network equipment under Department of Finance whole-of-government panel arrangements to replace servers and network equipment that had reached end of life.