Electoral Roll Management System

ELECTORAL ROLL MANAGEMENT SYSTEM

A Brief Overview

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ABOUT US

Election Commission of India is a permanent Constitutional Body. The Election Commission was established in accordance with the Constitution on 25th January 1950.

Since then free and fair elections have been held at regular intervals as per the principles enshrined in the Constitution, Electoral Laws and System.

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BASIC UNITS OF SYSTEM

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ELECTION SYSTEM

Parliamentary ConstituenciesAssembly ConstituenciesPartsPolling Stations Polling Station BuildingsSections

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REVENUE SYSTEM

DivisionsDistrictsTehsilsVillages

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URBAN SYSTEM

TownsNagar Nigam (Municipal

Corporation)Nagar Palika (Municipality)Nagar Panchayat (City Council)

Wards

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OTHER MISC UNITS ARE …

Police StationsPost Offices

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POINTS TO REMEMBER

Each AC is linked with one PC only Each Part is linked with one AC only Each Section is linked with one Part only A Part can have multiple Polling Stations Multiple Polling Stations can be located in one

PS Building The relationship between each unit in each

different system is one-to-many OR many-to-one.

Eg. One PC can have multiple AC, but AC can have only one PC 8

LINKING MULTIPLE ACS WITH PCS

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DIS

TR

ICT

1

DISTRICT 2

BOUNDARIES LEGENDS

DISTRICT

12

435

6

8

9

7

12

3

45

PC

AC

PART

LINKING DIFFERENT SYSTEMS

Think about linking AC with Districts … or Parts with Tehsils or Villages …

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SOLUTION …

One AC can be linked with more than one DISTRICT

AC NO DISTRICT NO4 114 124 13

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LINKING PART WITH DISTRICT

Eg.PART NO AC NO DIST NO

21 4 1122 4 1223 4 13

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LINKING AC WITH MULTIPLE DISTRICTS

13

DIS

TR

ICT

1

DISTRICT 2

BOUNDARIES

AC

DISTRICT

PART

12

435

6

8

9

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ABOUT ELECTORAL ROLL MANAGEMENT SYSTEM (SOFTWARE)

The ERMS (Electoral Roll Management System) will cover the entire process of Electoral Roll preparation for the state from Electoral Roll Revision data management to final Electoral Roll publishing.

Software is developed and owned by ECI, GOI

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POLICIES AND GUIDELINES

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ARCHITECTURE OF ERMS

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Electoral Roll

Control Table

Uploaded

Form 7,8 & 8A

Form 6

Bulk Export

Managing Electoral Roll that includes

insertion, deletion,

updating and transposition

within AC. And printing of

Electoral Roll including one or

multiple supplementary

list.

State LevelSystem

ERO

BLOs

Door to door verification

Electors

Local Machine

= Database

GUIDELINES

SQL Server Database is used for data KeepingAudit Trail with full access log.Separate database for Form 6/7/8/8A/6A As per the procedure currently being followed

only accepted (by ERO) forms will be entered. The record of rejected forms will be kept

separately as usual.Only ERO/AERO can update the main databaseEPIC will be generated from original database

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PRINTING OF ELECTORAL ROLL Only Commission approved formats should be

used for printing EPIC. Roll should not be integrated after draft

publication. 2012 being Assembly General Election Year for final publication on 02/01/2012 the entire Photo Electoral Roll, i.e Mother Roll & Supplementary will be printed.

Software has provision for printing rolls and generating EPIC at district level.

At appropriate time provision will be made in the software for Photo Voter Slip generation to be distributed by BLO to every Elector before Poll.

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PHOTOGRAPH MERGING

Only 2 megapixel camera should be used. Size of the photograph must be less than

20KB Photograph should be kept in binary format

only, along with the voters’ other details Photograph enhancement tool should be

provided if required.

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MAKING OF EPIC

EPIC should be printed only when photograph is merged as binary data in database.

The information printed on EPIC should be generated from the electoral roll database and then stored in separate database.

EPIC No will be generated as per the instructions of the Commission.

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CITIZEN SERVICES Facility for tracking of applications will be

provided in the software. The following unique no. should be printed on

acknowledgement slip for tracking : - Eg. Length Sample State Code (3 digit) S26 AC No (3 digit) 003 Part No (3 digit) 129 Year of Application (4 digit) 2011 Application No (4 digit) 1457

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UNDERSTANDING FORM NO FOR EACH APPLICATION

2011S24 003 129 A 1457

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State Code

AC No

Part No

Year

Form No

Form Type

UNDERSTANDING ERMS MODULES(CORE COMPONENTS)

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COMPONENT DESCRIPTION (MODULES)

Admin Module Intensive / Summary Revision Data

Upload Application ERO / AERO Application Integration and Roll Printing Application Electors’ Photo Identity Card

Preparation and Printing Application

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Admin Module

For Users Addition / deletion Summary Revision Data Upload UserERO/AEROEPIC

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ADMIN MODULE LOGIN PAGE

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SUMMARY REVISION DATA UPLOAD USER CREATION

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ASSIGNING AC AND PARTS TO USER

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ERO USER CREATION

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ASSIGNING AC PART TO ERO

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UPDATION OF DIGITAL CARD INFORMATION

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EPIC APPLICATION USER CREATION

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ASSIGNING AC AND PART TO USER

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Summary Revision data

upload

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SUMMARY REVISION DATA UPLOAD APPLICATION

Add, Delete and Update the Electoral Roll. Form 6 - For inclusion of name in Electoral RollForm 6A - For inclusion of name in Electoral Roll for NRIForm 7 - For objection to inclusion of name & deletion of name in Electoral RollForm 8 - Application for correction to particulars entered in Electoral RollForm 8A - Application for transposition of entry in Electoral Roll. (Within AC)

Upload the Form 6 Data For Approval 35

SELECT ADDRESS SOURCE

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SUMMARY REVISION DATA UPLOAD

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SELECT AC & PART

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FORM 6 ADDITION

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FORM 7

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FORM 8

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FORM 8A

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UPLOAD FORM 6 DATA

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BRIEF REPORT

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DETAIL REPORT

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DELETE UPLOADED DATA

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CHECK DUPLICATE RECORD

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COPY DATABASE

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ERO Software

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ERO / AERO APPLICATION

This application is for the Elector Registration Officer to approve revisions made through ‘Summary Revision Data Upload Application’.

Roles of ERO Approval/Rejection of Forms Updating records in the main database of

electoral roll.

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ERO SOFTWARELOGIN SCREEN :

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ELECTOR REGISTRATION OFFICERS ORDER WITHOUT APPOINTING ENQUIRY OFFICER

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UPDATE APPROVED RECORD ON DATABASE

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DELETE DUPLICATE RECORD

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EPIC SOFTWARE EPIC user can create EPIC for Electors using

this application. The main functionalities of this application are : -

Verify the data available at the server and do correction in address, if needed.

After verification of data the EPIC can be generated for each elector in a pdf format.

Provision to make duplicate EPIC will be provided.

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IMPORT THE VOTERS DETAILS

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CREATE NEW EPIC

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CREATE DUPLICATE EPIC CARD

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REPORTS

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COUNTING OF EPIC PREPARED BY VENDOR

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OUTWARD REGISTER/ISSUE REGISTER

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EPIC COVERAGE

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NON EPIC COVERAGE

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DUPLICATE EPIC COUNTING

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SHOW EXISTING PDF

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SET PATH FOR STORING PDF

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ROLL PRINTING APPLICATION

This software is used for integration of electoral roll that means for merging Mother Roll and one or more supplementaries*.

For the printing Electoral Roll ( Part wise ) with or without photos.

Printing of Part Header Page with Control Table Units

* Note : Supplementary List means new additions, modifications and updations in the roll.

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MOTHER ROLL(WITH PHOTOS)

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PART HEADER PAGE

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SUPPLEMENTRY WITH PHOTO

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ELECTORAL ROLL WITHOUT PHOTO

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ROLL ALPHABETICALLY

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BLO WORKING COPY

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MALE FEMALE OTHER TOTAL(MFOT) REPORT

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MIS REPORT

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WAY AHEAD

Download the Trial Version from CEO District Portal Link on CEO Site

Training at District Trial run Trial run report Submission

Installation & Testing of Final Software Go Live

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INTEGRATION OF ERMS WITH PGRS

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Electoral Roll PGRSCollection of

FORM 6/7/8/8A/6A from PGRS

then redirecting

into UPLOADED (State level database )

Uploaded

Form 7,8 & 8A

Form 6

Bulk Export

State LevelSystem

ERO

BLOs

Door to door verification

Electors

Local Machine

= Database

04/20/23

79

SUPPORT CELL

Email : aceoup@gmail.com

Contact Nos:0522- 4049815, 9450093618, 8726253602

04/20/23

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THANKS