1. ELECTION OBSERVATION MISSION (EOM)
Module Presentation
DEVCO R4 - Information Technology, Document Management

2. Introduction: context and purpose, EOM actors, Calls
CONTENT
Introduction: context and purpose, EOM actors, Calls
Connection & Homepage
Mission creation and management
Strict Observers registration and application
Member States proposal & FPI selection
Evaluation process
Resources

3. WHAT IS EOM? ELECTION OBSERVATION MISSION
CONTEXT & PURPOSE
WHAT IS EOM? ELECTION OBSERVATION MISSION
Vital EU activity promoting democracy, human rights, peace- building and conflict resolution/ conflict prevention.
Thorough support of the electoral processes: technical assistance, election monitoring, organization and supervision.
Complete perspective (without any interference) on the electoral processes of the host country:
pre-election
on the election day
immediately post-election

4. FOREIGN POLICY INSTRUMENT & MISSIONS’ DEPLOYMENT
FPI AND MISSIONS’ DEPLOYMENT
FOREIGN POLICY INSTRUMENT & MISSIONS’ DEPLOYMENT
FPI (along with EEAS) finances and prepares EOMs with an annual budget of ~ EUR 38 million.
Since 2000 EU has observed elections in the ACP countries, Latin America and the Mediterranean region with:
10 fully-fledged observation missions around the world per year
An annual average of observers
A total of 120 missions and observers

5. ROLE RESPONSABILITIES Chief Observer
EOM ACTORS
ROLE
RESPONSABILITIES
Chief Observer
Traditionally a Member of the European Parliament. He/she has the overall responsibility for the mission and the final statement.
Core Team Experts (CT)
(Deputy Chief Observers + Electoral Experts): experts who set the analytical framework, carry out specific tasks and manage the observers’ work.
Deputy Chief Observer (DCO)
Political and technical advisor of the Chief Observer. He/she has the management for the coordination of mission activities and of the service provider.
Observer Coordinator
He/she is responsible for the coordination of Long- and Short-term Observers. He/she is a member of the CT.
Long-Term Observers (LTOs)
Deployed around 1 month before EDay and remain after the results announced to support all electoral process.
Short-Term Observers (STOs)
Deployed shortly before the EDay to support the polling day, counting and aggregation of results.
Training Committee
Committee that performs training missions.
Election Expert Mission (EEM)
Experts not managed in EOM who are deployed when the conditions for deploying a fully-fledged EU EOM cannot be met

6. EOM ACTORS STRUCTURE (Hierarchy)

7. CALL FOR CANDIDATES (CFC):
THE SELECTION PROCESS
CALL FOR CANDIDATES (CFC):
Published by FPI:
DCO and Core Team experts apply for an EU EOM.
CFC also displays the applications for EOM trainings.
CALL FOR PROPOSAL (CFP):
For Member States (MS) to propose their selected citizens via Roster (an EOM system that streamlines the selection of Observers)
A three-step process:
1. MS consult the registered citizens' profiles
2. MS propose the names to be elected as LTOs and STOs
3. The EC selects the Observers based on the MS' proposals

8. The Focal Points list is available for consultation here:
Each EU Member State has a Focal Point for election observation related matters, either within their own Ministry of Foreign Affairs or in a related External Agency.
The Focal Points list is available for consultation here:

9. CONNECTION & HOMEPAGE:
MISSION CREATION & MANAGEMENT
CONNECTION & HOMEPAGE:
The EC Manager needs his/her EU Login credentials to log into EOM.
The top menu functionalities allow the users an easy navigation through the module:
The Home page displays the latest info and updates communicated by the EOM team;
The Mission tab displays all the Missions registered in the system (listed in chronological order);
In the Search CV tab the EC Manager can browse and find the Observers' CV;
The Administration tab contains the list of all the internal users who can be managed;
The My information tab shows the personal details and the number of the registered observers.

10. On the Mission details page, the EC Manager has access to:
MISSION CREATION & MANAGEMENT
On the Mission details page, the EC Manager has access to:
The Mission details;
Any relevant document previously uploaded;
The Observers Proposed;
The Observers Selected.

11. MISSION CREATION & MANAGEMENT
In order to create a new mission in the system, the EC Manager clicks on the "Add a Mission" button at the top of the "Mission" page.
A form is loaded for them to complete all the mission details and click on the "Submit Mission" or "Submit Mission & Publish_CT_Structure".

12. KEY FUNCTIONALITIES: MODIFY A MISSION
MISSION CREATION & MANAGEMENT
KEY FUNCTIONALITIES:
MODIFY A MISSION
The EC Manager can modify the details of a Mission, submit the form and choose whether to notify the Focal Points ("Update and Send mail to MS") or not ("Update Only").
DELETE A MISSION
The EC Manager can cancel a mission by clicking on the "Delete" button. A confirmation message will appear.
UPLOAD DOCUMENTS
The EC Manager can add and upload documentation for a specific Mission on the Mission page by clicking on the "Add document" button and providing any additional details.
CONFIGURE CORE TEAM STRUCTURE
The EC Manager configures the CT by clicking on "Configure CT Structure" and confirming on "Publish CT Structure":
A number of specialists is provided for a specific Mission
The Deputy Chief Observer position is selected by default.

13. CONNECTION (AS EXTERNAL USER) and CV registration in ROSTER
STRICT OBSERVERS – CV REGISTRATION
CONNECTION (AS EXTERNAL USER) and CV registration in ROSTER
Users who register to become Observers and participate on Missions must be nationals of the EU Member States.
1. Link to:
2. Click on the "CREATE OR MODIFY YOUR CV, CLICK HERE TO CONTINUE" application link;
3. Log in with own credentials in the EU Login authentication page:

14. ADD NEW CV STRICT OBSERVERS – CV REGISTRATION
To be directed to a CV form, the Observer has to click on the "Submit" button under the "Add new CV" option.
Then, he/she clicks again on the "CREATE OR MODIFY YOUR CV, CLICK HERE TO CONTINUE" link.
In order to fill in the CV form, the Observer must provide the following information:
Personal Details
Election Observation Experience & Assistance
References, Motivation Statement

15. The national government will be notified of the submission
STRICT OBSERVERS – CV REGISTRATION
SUBMISSION OF THE CV:
Once the CV has been completed, the observer can submit it by clicking on the "Submit" button:
The successful registration will provide an ID number (displayed on the CV page).
The national government will be notified of the submission
KEY FUNCTIONALITIES:
MODIFY CV
The Observer can update his/her CV via the "Modify CV" link on the homepage.
DELETE CV
As long as the Observer has not been proposed for a Mission, he/she can erase their CV by clicking the "Delete this CV" button.
INFORMATION ABOUT PARTICIPATED MISSIONS
This link allows the Observer to view information about past missions she/he participated in, as well as the corresponding evaluation.

16. FOCAL POINT SELECTION & PROPOSAL
For each open Mission, MS are invited to propose their STOs and LTOs, respecting a deadline and according to some fixed criteria:
The MS have access to the CVs of their nationals. They select and propose some of them for an open Mission.
Once the deadline for proposing candidates has passed, FPI will have access to the names of all candidates selected by the MS. The second screening begins.

17. In order to select Observers for a Mission, the MS user has to :
FOCAL POINT SELECTION & PROPOSAL
In order to select Observers for a Mission, the MS user has to :
Select a Mission with the status “Open”  from the Missions page;
Browse through the CVs and profiles of potential Observer candidates to the mission
As a result, the MS user receives a list of all of the Observers who match the search criteria and have the same nationality.

18. OBSERVERS' PROPOSAL BY
FOCAL POINT
The MS user can propose an Observer for an open Mission by clicking on the name of the Mission under the "Propose for Mission" column. To do so, they will:
Choose a role for an observer from the "Proposed as" drop-down list;
Rank the Observer (priority with respect to experience and qualifications);
Include any comments related to the proposal;
4. MS is re-directed to the related mission details page. The names of the recommended observers are displayed in the "Observers proposed" section.

19. LIST EVALUATOR ASSIGNMENTS:
THE EVALUATION PROCESS
LIST EVALUATOR ASSIGNMENTS:
The Observers' performance in any mission is assessed by Evaluators temporarily assigned to perform this task.
The "List evaluator assignments" is available in "My information" tab, after clicking on "EVAL userids" link with a read-only mode.
The list presents the most recent 10 Missions, sorted according to the Election Day.

20. There are 2 ways to assign Evaluators :
THE EVALUATION PROCESS
ASSIGN EVALUATORS:
There are 2 ways to assign Evaluators :
From the “EVAL userids” link on the Mission link. (“Add” the username and search for it. Select the evaluator and choose the period of the assignment (Valid from – Valid until) and save.

21. THE EVALUATION PROCESS
2. From the "Mission" page (click on a Mission, then on "Assign evaluators" to manage the evaluator's assignment for that specific Mission).

22. Evaluation reports vary depending on the role of the Observer.
THE EVALUATION PROCESS
ASSIGN EVALUATORS:
As soon as an Observer has been selected, the evaluation icon is displayed next to their name in the Observers list of a Mission.
Evaluation reports vary depending on the role of the Observer.
There are three types of reports:
Long Term Observers
Short Term Observers
Core Team Members

23. The Evaluator can provide one of the following possible values:
THE EVALUATION PROCESS
LTO EVALUATION FORM:
Long Term Observers: there is an analytical report with entries to evaluate different aspects of the Observer's participation and performance. It is used for Long Term roles.
The Evaluator can provide one of the following possible values:
"good"
"poor"
"bad"  
The General Conclusion has other 3 possible values:
"recommend"
"recommended with qualification"
"do not recommend"
The Evaluators can also write a comment with a max of 2000 words.
Once the report is filled in, the Evaluators can save it by clicking on the "Save Changes" button.

24. EVALUATION PROCESS

25. EVALUATION PROCESS STO EVALUATION FORM:
Short Term Observers: there is a report with a simple assessment. The General Conclusion has 3 possible values:
"recommend"
"recommended but needs to improve"
"do not recommend"  
The Evaluators can also write a comment with a max of 2000 words. Then click on "Save changes".

26. RESOURCES & SUPPORT
RESOURCES
Glossary: ess-IT+Glossary
Illustrated and updated user manual (planned for the new EOM release)
Training
SUPPORT
For technical issues contact the DEVCO APPLICATION SUPPORT
For suggestions, comments and additional clarifications contact:
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