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The Oregon Centralized Voter Registration Project Post RFP Update Presented by: Julie Pearson, Project Executive OACDP

2. From 36 to One, Managing Multiple Stakeholders. 8/20/03. OCVR Project- Pearson. 3. Agenda. HAVA OverviewOCVR Project OverviewWHO are the stakeholders WHAT are we communicatingHOW are we communicatingRFP Development and EvaluationNext Steps. 8/20/03. OCVR Project- Pearson. 4. Help America Vo

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The Oregon Centralized Voter Registration Project Post RFP Update Presented by: Julie Pearson, Project Executive OACDP

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    1. 1 The Oregon Centralized Voter Registration Project Post RFP Update Presented by: Julie Pearson, Project Executive OACDP Conference August 20, 2003

    2. 2 From 36 to One, Managing Multiple Stakeholders

    3. 8/20/03 OCVR Project- Pearson 3 Agenda HAVA Overview OCVR Project Overview WHO are the stakeholders WHAT are we communicating HOW are we communicating RFP Development and Evaluation Next Steps

    4. 8/20/03 OCVR Project- Pearson 4 Help America Vote Act (HAVA) Passed by congress in October 2002 to make sweeping reforms to the nation’s voting process. Federal mandate to centralize 36 county voter registration systems. Includes provisions for: Replacement of punch card and lever voting systems New voter identification requirements Access for people with disabilities Enhanced voter outreach and Creation of a centralized voter registration database

    5. 8/20/03 OCVR Project- Pearson 5 Oregon Central Voter Registration (OCVR) Project Overview “uniform, official, centralized, interactive, computerized statewide voter registration system” Defined, maintained, and administered at the State level Multiple and varied stakeholders across the State Aggressive timeline (implement by January ’04) *option to request a “good cause” waiver to January ‘06

    6. 8/20/03 OCVR Project- Pearson 6 OCVR Project Team Executive Sponsor - Bill Bradbury, Secretary of State Project Sponsor – Paddy McGuire, Deputy Secretary Project Director – Scott Smith, CIO, SOS Project Administrator – Barb Conway, SOS Project Executive – Julie Pearson, SOS

    7. 8/20/03 OCVR Project- Pearson 7 Who are the stakeholders? Oregon Voters 36 County Election Officials Political Parties The Secretary of State Elections Division SOS- IS Division Other State Agencies DMV Judicial Human Resource Division Social Security Administration Corrections

    8. 8/20/03 OCVR Project- Pearson 8 Why don’t they let me know what’s going on? This is MY project too!

    9. 8/20/03 OCVR Project- Pearson 9 You have to end before you begin Determine WHAT is ending? And WHO stands to lose what? WHAT is the “ending” that is taking place as a result of this change? WHO will lose what because of this change and the impact it has on different stakeholders.

    10. 8/20/03 OCVR Project- Pearson 10 Give me Purpose! Why are we doing this? When stakeholders understand purpose, they can endure far more confusion Move from it being done “to me” to it’s being done “with me”

    11. 8/20/03 OCVR Project- Pearson 11 What do we communicate? What Project Scope Project Charter Project Plan Project Status Project Glossary Meeting Summaries and Action Items Project Issues, Concerns and FAQs Remember to write with your audience in mind. The higher level the stakeholder the less detail!

    12. 8/20/03 OCVR Project- Pearson 12 How did we communicate during the initiation phase? How 36 separate interviews on their turf Consistent Interview Instrument 2-4 hour interviews depending on their “issues, concerns, suggestions” Review the business processes

    13. 8/20/03 OCVR Project- Pearson 13 Around the State in 42 days

    14. 8/20/03 OCVR Project- Pearson 14 Before the Road Trip (January 9th)

    15. 8/20/03 OCVR Project- Pearson 15 After the Road Trip (March 7th)

    16. 8/20/03 OCVR Project- Pearson 16 How we continue to communicate? Push Info - Email Pull Info – Web page Regional Awareness Meetings Public Hearings Quarterly Regional Meetings throughout life of project Steering Committee, RFP Development/Evaluation Teams, Testing Teams

    17. 8/20/03 OCVR Project- Pearson 17 The RFP Challenge

    18. 8/20/03 OCVR Project- Pearson 18 RFP Development Teams

    19. 8/20/03 OCVR Project- Pearson 19 Team Commitment

    20. 8/20/03 OCVR Project- Pearson 20

    21. 8/20/03 OCVR Project- Pearson 21

    22. 8/20/03 OCVR Project- Pearson 22

    23. 8/20/03 OCVR Project- Pearson 23

    24. 8/20/03 OCVR Project- Pearson 24 Quality Assurance

    25. 8/20/03 OCVR Project- Pearson 25 Project Issue Tracking

    26. 8/20/03 OCVR Project- Pearson 26 Next Steps- Keep Communicating

    27. 8/20/03 OCVR Project- Pearson 27 HAVA Steering Committee Paddy McGuire, SOS Deputy, Chair of Committee, email: paddy.mcguire@state.or.us John Lindback, SOS Elections Director, email: john.w.lindback@state.or.us Scott Smith, SOS IS Director, email: scott.e.smith@state.or.us Leonard Higgins, SOS IS Division, email: leonard.g.higgins@state.or.us Jean Straight, SOS BSD Director, email: jean.m.straight@state.or.us Maria Iturriaga, Clerk, Harney County, email: clerk@co.harney.or.us Annette Newingham, Elect. Official, Lane County, email: annette.newingham@co.lane.or.us Al Davidson, Clerk, Marion County, email: adavidson@co.marion.or.us Dana Jenkins, Clerk, Lincoln County, email: djenkins@co.lincoln.or.us Murray Paolo, IS Director, Yamhill County, email: paolom@co.yamhill.or.us Carl Cole, Election System Programmer/Analyst, Linn County, email: ccole@co.linn.or.us Senator John Minnis, Oregon Senator, email: minnis.sen@state.or.us Neel Pender, Director, Democratic Party of OR, email: npender@dpo.org Amy Caterline, Director, Republican Party of OR, email: amy@orgop.org Representative Betsy Johnson, Oregon Representative, email: betsy@betsyjohnson.com   Staff: Barbara Conway, SOS IS Division, email: barbara.e.conway@state.or.us Julie Pearson, SOS IS Division, email: julie.pearson@state.or.us Brenda Bayes, SOS Elections Division, email: brenda.j.bayes@state.or.us Tami Detwyler, SOS Elections Division, email: tami.k.dettwyler@state.or.us

    28. 8/20/03 OCVR Project- Pearson 28 OCVR Steering Committee    Paddy McGuire, SOS Deputy, Chair of Committee, email: paddy.mcguire@state.or.us John Lindback, SOS Elections Director, email: john.w.lindback@state.or.us Scott Smith, SOS IS Director, email: scott.e.smith@state.or.us Leonard Higgins, SOS IS Division, email: leonard.g.higgins@state.or.us Jean Straight, SOS BSD Director, email: jean.m.straight@state.or.us Maria Iturriaga, Clerk, Harney County, email: clerk@co.harney.or.us Annette Newingham, Elect. Official, Lane County, email: annette.newingham@co.lane.or.us Al Davidson, Clerk, Marion County, email: adavidson@co.marion.or.us Dana Jenkins, Clerk, Lincoln County, email: djenkins@co.lincoln.or.us Murray Paolo, IS Director, Yamhill County, email: paolom@co.yamhill.or.us Carl Cole, Election System Programmer/Analyst, Linn County, email: ccole@co.linn.or.us Senator John Minnis, Oregon Senator, email: minnis.sen@state.or.us Neel Pender, Director, Democratic Party of OR, email: npender@dpo.org Amy Caterline, Director, Republican Party of OR, email: amy@orgop.org Representative Betsy Johnson, Oregon Representative, email: betsy@betsyjohnson.com Staff: Barbara Conway, SOS IS Division, email: barbara.e.conway@state.or.us Julie Pearson, SOS IS Division, email: julie.pearson@state.or.us Brenda Bayes, SOS Elections Division, email: brenda.j.bayes@state.or.us Tami Detwyler, SOS Elections Division, email: tami.k.dettwyler@state.or.us  

    29. 8/20/03 OCVR Project- Pearson 29 The Five C’s of Communication Commitment Connection Concern Candor Clarity

    30. 8/20/03 OCVR Project- Pearson 30 Lastly… “As you communicate good news or setbacks, do it with the intention to help people understand the “why” behind each communication” www.sos.state.or.us/elections/HAVA/ocvr Julie Pearson – (503) 986-2167 julie.pearson@state.or.us

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