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Case Study · Municipal Government

Legislative Voting System:
Metro Nashville & Davidson County

Coordinating the procurement and implementation of a first-of-its-kind integrated legislative management and voting solution for 40 Council members and more than 700,000 constituents.

Client

Metropolitan Clerk’s Office, Metro Nashville & Davidson County

Integrated

First-of-its-kind integrated legislative management and voting system developed

Phased rollout

Solution being developed and rolled out in a phased approach

Automated

Legislative functions automated and streamlined while reducing manual processes and wasted paper

Critical goals met

Metro met the critical goals set despite significant implementation challenges

The challenge

A legacy voting system nearing end of life with audio failures and no automation

In 2014, the Metropolitan Clerk’s Office was operating a legislative voting system nearing the end of its operational life. The system was used to tabulate and record Council votes and to control display monitors and microphones. When the system began experiencing audio and technical failures, the Clerk’s Office recognized the need to evaluate options.
The legacy solution lacked the ability to store information or automate any part of the legislative process. The existing workflow required redundant data entry. A solution that enabled data to be keyed in only once would save time and money when generating agendas, minutes, public displays, web pages, and other resources.
The requirements

Five requirements for an expert consultant agreed upon by Metro leadership

Most legislative voting systems on the market failed to integrate the legislation development process into the presentation and voting system — generally available as two separate systems. Metro leaders agreed on the need to engage an expert consultant who could:

  • Elicit Metro's business priorities and workflows from the Metro Clerk's Office and other key stakeholders
  • Translate the business priorities and workflows into functional and technical requirements
  • Be a customer-centric advocate in all dealings with external vendors
  • Help design a solution that would enable Metro to conduct critical business for its Council and constituents
  • Provide world-class project management services capable of enlisting multiple resources from various IT disciplines to work as a cooperative team
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The solution

iSeek selected to coordinate the effort, locate vendors, and oversee implementation — with Annie Allen leading requirements, vendor evaluation, and contract negotiation

iSeek role

Annie Allen, iSeek Solutions

Facilitated gathering of business and technical requirements for Metro’s request for proposal. Evaluated vendor responses and negotiated contracts using expansive experience in IT and application solutions.

Primary software vendor selected

Scytl

Chosen after careful evaluation of software alternatives. Scytl’s secure election management and voting solutions are trusted around the world to enable and improve participatory democracy.

Every project has its challenges. During the process, Scytl faced unforeseen issues with its partner vendors, which affected the development timeline. However, the fact that Metro’s legacy system was failing — and the implementation window could not be moved — the project team had to readdress the deliverables and timeframes.

To ensure a solution was in place to allow Metro to conduct a Council meeting, iSeek worked closely with Scytl to regroup on a modified requirements delivery approach.

"Annie was unfazed by the demanding schedule and remained engaged throughout the implementation. What could have been an overwhelming situation resulted in an impressive display of teamwork."

Jesse Turner
Contract Consultant, Metro / iSeek Partner

"We needed a project manager to help us properly identify, procure, and deploy a fully integrated solution. It was clear that iSeek understood our vision, could serve as liaison to external vendors, and would help us put the new system in place successfully."

Shannon Hall
Metropolitan Clerk, Nashville & Davidson County

Integrated

First-of-its-kind integrated legislative management and voting system developed

Phased rollout

Each recommendation aligned to 6 key business drivers and priorities

Heat map created

Priority ranking correlating each initiative with proposed timing

4 expense areas

Utilities, professional fees, employee benefits, and insurance rates

"The project management abilities and technical knowledge of the iSeek team, combined with their high-end client relations skills, was exemplary. Scytl will find it a privilege to work with them again."

Tabetha Parker
Project Manager, Scytl

"Without iSeek's assistance and support, we would not have been able to meet the critical goals we set. Despite our challenges, they came through and continue to help us succeed. We would not be where we are without them."

Shannon Hall
Metropolitan Clerk, Nashville & Davidson County

"Annie was unfazed by the demanding schedule and remained engaged throughout the implementation. What could have been an overwhelming situation resulted in an impressive display of teamwork."

Jesse Turner
Contract Consultant, Metro / iSeek Partner

Ready to bring world-class project management to your next government technology initiative?

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