Electoral Rolls & EPIC Electoral Rolls & EPIC Management SystemManagement System

(ERMS)(ERMS)

Saleem KhanSaleem Khan

Technical Director, NIC Technical Director, NIC 11

IntroductionIntroduction

Name of the ProjectName of the ProjectJ&K Electoral Rolls and EPIC Management SystemJ&K Electoral Rolls and EPIC Management System

User DepartmentUser DepartmentChief Electoral Officer, Jammu and KashmirChief Electoral Officer, Jammu and Kashmir

State Level AgencyState Level AgencyNIC J&KNIC J&K

LanguageLanguageEnglish / Urdu / HindiEnglish / Urdu / Hindi

URL of the WebsiteURL of the Websitehttp://ceojk.nic.in

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Basic DetailsBasic Details

Parliamentary Constituencies Parliamentary Constituencies -- 66Assembly Constituencies Assembly Constituencies -- 8787DistrictsDistricts -- 2222TehsilsTehsils -- 8282Polling StationsPolling Stations -- 94609460Registered Electors (15.05.13)Registered Electors (15.05.13) --68,31,44768,31,447EPIC Card Holders (15.05.13)EPIC Card Holders (15.05.13) -- 58,79,27258,79,272EPIC Coverage (15.05.13)EPIC Coverage (15.05.13) -- 86.06%86.06%

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Major ObjectivesMajor Objectives

Hosting of ERMS Application and database at the Hosting of ERMS Application and database at the NIC Data Centre (4 TB SAN Storage)NIC Data Centre (4 TB SAN Storage)On-line Filing and Tracking of Voter applications On-line Filing and Tracking of Voter applications Monitoring by the EROs, DEOs, the CEO and the Monitoring by the EROs, DEOs, the CEO and the ECIECIAuthentication by means of Digital Signatures of Authentication by means of Digital Signatures of EROEROHistory/ Log of the entire workflowHistory/ Log of the entire workflowTotal transparency Total transparency Integration of Textual Data with Electors’ ImagesIntegration of Textual Data with Electors’ ImagesNational Voter Search National Voter Search National de-Duplication National de-Duplication 44

ProcessesProcesses

Digitization of Form 6 - for addition of new voter, Form 7 - for Digitization of Form 6 - for addition of new voter, Form 7 - for objection on inclusions and deletions, Form 8 - for corrections / objection on inclusions and deletions, Form 8 - for corrections / modifications and Form 8A - for transposition within AC. modifications and Form 8A - for transposition within AC.

Keeping track of every citizen’s application /claim. Keeping track of every citizen’s application /claim.

Data transfer or uploading to centralized database location.Data transfer or uploading to centralized database location.

De-duplication and searching of data/ record.De-duplication and searching of data/ record.

Assignment of work to enquiry officers (by ERO) for received Assignment of work to enquiry officers (by ERO) for received applications / claims for each part in each AC.applications / claims for each part in each AC.

Processing of application (by ERO) after reporting of enquiry officers Processing of application (by ERO) after reporting of enquiry officers (acceptance/ rejection/ further clarification).(acceptance/ rejection/ further clarification).

Integration of Mother Rolls with Supplementary Rolls.Integration of Mother Rolls with Supplementary Rolls.

Printing of a Part’s header page, electoral roll and MIS reports. Printing of a Part’s header page, electoral roll and MIS reports.

Conversion of photographs from picture format to binary format and Conversion of photographs from picture format to binary format and merging with alphanumerical data.merging with alphanumerical data.

Printing of Electoral Photo Identity Card (EPIC).Printing of Electoral Photo Identity Card (EPIC).

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Salient FeaturesSalient FeaturesClaims and ObjectionsClaims and Objections

– Continuous Updation - Digitization of Electors’ claims as soon as receivedContinuous Updation - Digitization of Electors’ claims as soon as received– E-Filing of claims / objections and their Online TrackingE-Filing of claims / objections and their Online Tracking– Changes in E-Rolls authenticated by ERO using Digital SignaturesChanges in E-Rolls authenticated by ERO using Digital Signatures– Complete History/ Log of the entire workflow from filing to disposalComplete History/ Log of the entire workflow from filing to disposal– MIS Reports/ Screens for EROs, DEOs, the CEO and the ECIMIS Reports/ Screens for EROs, DEOs, the CEO and the ECI

Electoral RollsElectoral Rolls– Electoral Rolls in Urdu and English (for entire state) and in Hindi (for 5 districts)Electoral Rolls in Urdu and English (for entire state) and in Hindi (for 5 districts)– Being available on the official website, Rolls are easy to obtain and read / understand. Being available on the official website, Rolls are easy to obtain and read / understand. – Photo-Electoral rolls to help in elimination of impersonation during voting.Photo-Electoral rolls to help in elimination of impersonation during voting.– Name based and EPIC No. based search in the Rolls Name based and EPIC No. based search in the Rolls – Online generation of family wise Rolls extracts in Urdu, English and HindiOnline generation of family wise Rolls extracts in Urdu, English and Hindi– Alphabetically sorted Electoral Rolls at the time of polling Alphabetically sorted Electoral Rolls at the time of polling – Computerized Voter Slips at the time of Elections Computerized Voter Slips at the time of Elections

Electors Photo Identity CardsElectors Photo Identity Cards– So far, 56 Lakh bi-lingual EPIC cards have already been distributed. So far, 56 Lakh bi-lingual EPIC cards have already been distributed. – Centralized Auto generation of unique EPIC number in order to curb fake card productionCentralized Auto generation of unique EPIC number in order to curb fake card production– Capturing/ storing/ automatic indexing the electors’ photographs and linking with textual dataCapturing/ storing/ automatic indexing the electors’ photographs and linking with textual data– The software enables auto-Detection of logical data errorsThe software enables auto-Detection of logical data errors

It is for the first time that such large-scale use of Urdu for data entry and report generation has It is for the first time that such large-scale use of Urdu for data entry and report generation has been carried out anywhere in India. been carried out anywhere in India. National Voter Search National Voter Search National de-Duplication National de-Duplication 66

Status of ImplementationStatus of ImplementationOnline ERMS Application and database at NIC Data CentreOnline ERMS Application and database at NIC Data CentreSystem users are the CEO, all District Election Officers, all Electoral and Assistant Electoral OfficersSystem users are the CEO, all District Election Officers, all Electoral and Assistant Electoral OfficersComputerized Electoral Rolls in Urdu & English (for the entire state) & in Hindi (for 5 districts) Computerized Electoral Rolls in Urdu & English (for the entire state) & in Hindi (for 5 districts) 56 Lakh bi-lingual EPIC cards have already been distributed covering 82% of the electorate56 Lakh bi-lingual EPIC cards have already been distributed covering 82% of the electorate

Web Interface Web Interface Electoral Rolls – http://ceojk.nic.in/ElectionPDF/Main.aspxElectoral Rolls – http://ceojk.nic.in/ElectionPDF/Main.aspxName based and EPIC No. based Search –http://ceojk.nic.in/efiling/main.aspxName based and EPIC No. based Search –http://ceojk.nic.in/efiling/main.aspxE-Filing of Claims and Objections – http://ceojk.nic.in/eFiling/addvoters.aspxE-Filing of Claims and Objections – http://ceojk.nic.in/eFiling/addvoters.aspxClaims and Objections tracking –http://ceojk.nic.in/claimforms/frmformsdisplay.aspxClaims and Objections tracking –http://ceojk.nic.in/claimforms/frmformsdisplay.aspxCitizens’ Grievances –http://eci-citizenservices.nic.inCitizens’ Grievances –http://eci-citizenservices.nic.in

Mobile (SMS) Mobile (SMS) Interface Interface ((Number: 919211728083Number: 919211728083))Where am I (in Electoral Rolls)? – Where am I (in Electoral Rolls)? – JKERM <space> STATUS <space> 10-character-EPICJKERM <space> STATUS <space> 10-character-EPICWho is my Booth Level Officer? – Who is my Booth Level Officer? – JKERM <space> BLO <space> 10-character-EPICJKERM <space> BLO <space> 10-character-EPICWhere is my Polling Station? – Where is my Polling Station? – JKERM <space> PS <space> 10-character-EPICJKERM <space> PS <space> 10-character-EPICIs the EPIC Number valid? - Is the EPIC Number valid? - JKERM <space> VALID <space> 10-character-EPICJKERM <space> VALID <space> 10-character-EPICGet Help about different SMS based services - Get Help about different SMS based services - JKERM <space> HELPJKERM <space> HELP

Automated processes during ElectionsAutomated processes during ElectionsRandomization of Polling Parties Randomization of Polling Parties Randomization of Electronic Voting MachinesRandomization of Electronic Voting MachinesSMS based Communication Plan for Poll-day MonitoringSMS based Communication Plan for Poll-day MonitoringWebcastingWebcastingCandidates Information onlineCandidates Information onlineAffidavits HostingAffidavits HostingResults ProcessingResults Processing

Problems FacedProblems FacedMaintaining control over Data – Multiple versions, scope for manipulationEnsuring easy availability of Electoral Rolls without personal contactProviding a common interface to public for lodging grievancesNo tracking mechanism for Elector claims and objections Fixing responsibility for errors/ omissions – Good quality MISPeculiarities of Urdu Language and Font Achieving standardization in RDBMS, data structures, user interface, report formatsDisconnect between EPIC Database and Rolls DatabaseErrors in Transliteration (due to inherent differences in languages)Removal of Errors / Duplications and ensuring fidelity of RollsCountering Voter Apathy Improving Gender RatioNetting the Young ElectorsIncluding homeless, migrants, NRI, transgender, disabled and sex workersFine-tuning the Elector-Population Ratio as per the National averageReaching the target of 100% EPIC coveragePreventing impersonation during voting

Overcoming the ChallengesOvercoming the ChallengesCentralized ERMS preventing multiple versions and scope for manipulationOnline Electoral Rolls in downloadable PDF format ensuring transparencyPublic Grievance mechanism online at http://eci-citizenservices.nic.inOnline and via SMS Tracking of Electors’ claims and objectionsAll changes to be authenticated by use of DSC by the EROsNastaleeq Font with Unicode storage MS SQL RDBMS and ECI approved data structures, user interface, report formats etc.Integration between EPIC Database and Rolls DatabaseContinuous Improvement in Transliteration Dictionary De-duplication and inbuilt checks for preventing junk data entrySystematic Voter Education for Electoral Participation (SVEEP) Celebrating 25th January as Voters’ DayBooth Level Agents of political partiesEnrolment in educational institutions Newspaper Ads, TV tickers, BrochuresDeploying Designated Photography Locations (DPL)Webcasting of polling in Hypersensitive polling stationsSMS based poll-day monitoringPhotographing and then analysing with IT tools the voters’ facesNational / State-wide database of EVM with randomization functionRandomization of polling parties

Capacity BuildingCapacity Building

Training at IIDEM under ECICreating Master TrainersTraining Programs for ERO/ AERO

Rules and ProceduresUsing the ICT Applications

Training to Booth Level OfficersFilms/ Videos/ Case StudiesSpreading awareness through

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Database StructureDatabase Structure

Electoral Rolls are computerized i.e. maintained in a relational Electoral Rolls are computerized i.e. maintained in a relational database organized into tables prescribed by ECIdatabase organized into tables prescribed by ECI

Database is stored in two set of tables:Database is stored in two set of tables:

1.1. Control Table (Master Tables)Control Table (Master Tables) - Defines relationship - Defines relationship between Electoral units such as Parliamentary between Electoral units such as Parliamentary constituencies, Assembly Constituencies, Parts, Sections constituencies, Assembly Constituencies, Parts, Sections and administrative unitsand administrative units

2.2. Elector Details Table – Elector Details Table – Provides details of the electorsProvides details of the electors

Database is updated during every revision processDatabase is updated during every revision process

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Control TablesControl Tables

Details in Control tables are required:Details in Control tables are required:For printing details on the Part headerFor printing details on the Part headerFor data integration of database of all electors in For data integration of database of all electors in the Statethe StatePrepare the Draft Rolls in PDF formatPrepare the Draft Rolls in PDF format

If the control tables are not filled in a If the control tables are not filled in a timely manner and correctly, then all the timely manner and correctly, then all the pains taken by EROs to ensure the pains taken by EROs to ensure the enrollment of eligible persons would be enrollment of eligible persons would be wastedwastedIt is very important to prepare control tables It is very important to prepare control tables with extreme care and diligence so that the with extreme care and diligence so that the Electoral Rolls are properly generatedElectoral Rolls are properly generated

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The Control tables are entered once and used The Control tables are entered once and used multiple times for roll preparation. An error in multiple times for roll preparation. An error in control table can magnify multiple times, so control table can magnify multiple times, so utmost care has to be taken while preparing utmost care has to be taken while preparing control tables.control tables.

DEOs /EROs are responsible for collection of this DEOs /EROs are responsible for collection of this data from the field.data from the field.

DEOs/ EROs supervise the data entry by data DEOs/ EROs supervise the data entry by data entry operators entry operators

State Level Agency (SLA) provides the technical State Level Agency (SLA) provides the technical supportsupport

Control TablesControl Tables

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Election SystemElection System

Parliamentary ConstituenciesParliamentary Constituencies

Assembly ConstituenciesAssembly Constituencies

PartsParts

Polling Stations Polling Stations

Polling Station BuildingsPolling Station Buildings

SectionsSections14

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Revenue HierarchyRevenue Hierarchy

DivisionsDivisionsDistrictsDistrictsSub-DivisionsSub-DivisionsTehsilsTehsilsRIs / Kanungo CirclesRIs / Kanungo CirclesPatwari CirclesPatwari CirclesVillagesVillages

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Rural Dev. HierarchyRural Dev. Hierarchy

BlocksBlocks

PanchayatsPanchayats

VillagesVillages

Reserved ForestReserved Forest

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Urban Dev. HierarchyUrban Dev. Hierarchy

TownsTowns–Nagar Nigam ( (Municipal Municipal

CorporationCorporation))– Nagar Palika (Nagar Palika (MunicipalityMunicipality))– Nagar Panchayat (Nagar Panchayat (City CouncilCity Council))

WardsWards

MetrosMetros

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Misc. UnitsMisc. Units

Police StationsPolice Stations

Post Offices Post Offices

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Points to RememberPoints to Remember

Each AC is linked with one PC onlyEach AC is linked with one PC only

Each Part is linked with one AC onlyEach Part is linked with one AC only

Each Section is linked with one Part onlyEach Section is linked with one Part only

A Part can have multiple Polling StationsA Part can have multiple Polling Stations

Multiple Polling Stations can be located in one Multiple Polling Stations can be located in one PS BuildingPS Building

The relationship between each unit in each The relationship between each unit in each different system is one-to-many OR many-to-different system is one-to-many OR many-to-one.one.

Eg. One PC can have multiple AC, but AC can Eg. One PC can have multiple AC, but AC can have only one PChave only one PC 19

2020

Linking ACs with PCsLinking ACs with PCs

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DIS

TR

ICT

1

DISTRICT 2

BOUNDARIES LEGENDS

DISTRICT

12

43

5

6

8

9

7

12

3

45

PC

AC

PART

2121

Linking ACs with DistrictsLinking ACs with Districts

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DIS

TR

ICT

1

DISTRICT 2

BOUNDARIES

AC

DISTRICT

PART

12

43

5

6

8

9

7

2222

Linking AC with DistrictsLinking AC with Districts

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DIS

TR

ICT

1

DISTRICT 2

BOUNDARIES LEGENDS

DISTRICT

12

43

5

6

8

9

7

12

3

45

PC

AC

PART

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Types of RevisionTypes of Revision

There are four kinds of revision :-There are four kinds of revision :-Intensive RevisionIntensive Revision

Summary Revision*Summary Revision*

Partly Intensive and Partly Summary, Partly Intensive and Partly Summary,

Special Summary Revision.Special Summary Revision.

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ELECTORAL ROLL ELECTORAL ROLL MANAGEMENT SYSTEM MANAGEMENT SYSTEM

(SOFTWARE)(SOFTWARE)

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

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Understanding Understanding ERMSERMS ModulesModules

(Core Components)(Core Components)

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Architecture of Architecture of ERMSERMS

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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

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Component Description (Modules)Component Description (Modules)

Admin Module ( For managing users )Admin Module ( For managing users )

Intensive / Summary Revision Data Intensive / Summary Revision Data Upload ApplicationUpload Application

ERO / AERO ApplicationERO / AERO Application

Integration and Roll Printing Integration and Roll Printing ApplicationApplication

Electors’ Photo Identity Card Electors’ Photo Identity Card Preparation and Printing ApplicationPreparation and Printing Application

Searching Module (Web/Mobile based)Searching Module (Web/Mobile based)

Control Table Management ModuleControl Table Management Module

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Summary Revision Data UploadSummary Revision Data Upload

An application used to Add, Delete and An application used to Add, Delete and Update the Electoral Roll. This application is Update the Electoral Roll. This application is supported by 4 prescribed formats : -supported by 4 prescribed formats : -

Form 6 Form 6 - For inclusion of name in - For inclusion of name in Electoral RollElectoral Roll

Form 7 Form 7 - For objection to inclusion of - For objection to inclusion of name in Electoral Rollname in Electoral Roll

Form 8 Form 8 - Application for objection to - Application for objection to particulars entered in Electoral Rollparticulars entered in Electoral Roll

Form 8A Form 8A - Application for transposition - Application for transposition of entry in Electoral Roll. (Within AC)of entry in Electoral Roll. (Within AC)

Form 6A Form 6A – NRI Applications– NRI Applications28

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Data Entry and Data SecurityData Entry and Data Security

List of amendments are entered into a database List of amendments are entered into a database using a software provided by NIC during every using a software provided by NIC during every revisionrevision

Data is entered with utmost care ensuring error Data is entered with utmost care ensuring error free entries as it will be published as Rolls laterfree entries as it will be published as Rolls later

ERO ensures that manuscripts of additions, ERO ensures that manuscripts of additions, deletions and corrections are entered timely and deletions and corrections are entered timely and correctlycorrectly

BLO goes through checklists and certifies that BLO goes through checklists and certifies that correct data is entered in the database after the correct data is entered in the database after the corrections made by ERO in the Rollcorrections made by ERO in the Roll

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All forms received on paper must be All forms received on paper must be computerized immediately and data uploaded on computerized immediately and data uploaded on CEOs serverCEOs serverProcessing of data should start only after it is Processing of data should start only after it is uploaded on the Serveruploaded on the ServerFull data base security at server level is essentialFull data base security at server level is essentialData is uploaded on a database separate from Data is uploaded on a database separate from electoral data base. It may be called uploaded electoral data base. It may be called uploaded data basedata baseData is shifted from uploaded to electoral Data is shifted from uploaded to electoral database only after full enquiry and approval by database only after full enquiry and approval by ERO with digital signature authentication by EROERO with digital signature authentication by ERO

Data Entry and Data SecurityData Entry and Data Security

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ERO / AERO ApplicationERO / AERO Application

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

Roles of ERORoles of ERO

Assign Enquiry Officer for each parts of the Assign Enquiry Officer for each parts of the AC for each type of forms received i.e., AC for each type of forms received i.e., Form6, Form7, Form8, Form8A.Form6, Form7, Form8, Form8A.

After BLO verification, this application is After BLO verification, this application is used for either approving / rejecting cases.used for either approving / rejecting cases.

Updating records in the main database of Updating records in the main database of electoral roll. electoral roll.

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Integration and Roll PrintingIntegration and Roll Printing

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

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

Printing of Part Header Page with Control Printing of Part Header Page with Control Table UnitsTable Units

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

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EPIC Preparation and PrintingEPIC Preparation and Printing

ERO can create ERO can create EPICEPIC for Electors using this for Electors using this application. The main functionalities of this application. The main functionalities of this application are : -application are : -

To cross check and verify the data To cross check and verify the data available at the server for EPIC generationavailable at the server for EPIC generation

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

Provision to make duplicate EPIC.Provision to make duplicate EPIC.

To generate MIS report on distribution.To generate MIS report on distribution.

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ReportsReports

Report on Statistical Analysis in Report on Statistical Analysis in Format 1 to 8Format 1 to 8 analyzing EP Ratio, Sex Ratio, Age Cohorts etcanalyzing EP Ratio, Sex Ratio, Age Cohorts etc

Report on number of claims and objections Report on number of claims and objections received in received in Form 6, 6A, 7, 8 and 8AForm 6, 6A, 7, 8 and 8A and and percentage of claims and objections acceptedpercentage of claims and objections accepted

Report on deletions giving deletions based on Report on deletions giving deletions based on Form 7 and suo-moto deletions separatelyForm 7 and suo-moto deletions separately

Report on number of inclusions, deletions and Report on number of inclusions, deletions and net increase in number of Electorsnet increase in number of Electors

Major Recent InitiativesMajor Recent Initiatives1.1. Online Repository for Electronic Voting Online Repository for Electronic Voting

Machines (EVM)Machines (EVM)All India Database of EVMs maintained by the All India Database of EVMs maintained by the ECIECI

Data entry completed for Jammu and Data entry completed for Jammu and KashmirKashmir

State, district and ware-house wise inventory State, district and ware-house wise inventory of Ballot Units (BU) and Control Units (CU)of Ballot Units (BU) and Control Units (CU)

De-duplication and avoidance of conflictsDe-duplication and avoidance of conflicts

Workflow for Intra-district, Intra-state and Workflow for Intra-district, Intra-state and Inter-state transfer of BU and CU on demandInter-state transfer of BU and CU on demand

First-level check (working status) by vendorsFirst-level check (working status) by vendors

Second-level check (Randomization) of EVM Second-level check (Randomization) of EVM for deploymentfor deployment 3535

Major Recent InitiativesMajor Recent Initiatives2.2. Public Grievance MonitoringPublic Grievance Monitoring

Public Grievance and Citizen Services portal of Public Grievance and Citizen Services portal of ECI at ECI at

http://164.100.34/138/pgrhttp://164.100.34/138/pgr

and and

http://164.100.34.138/publiccomplaintshttp://164.100.34.138/publiccomplaints

CEO, DEO, ERO, AERO, RO, ARO and BLO usersCEO, DEO, ERO, AERO, RO, ARO and BLO users

Establishment of Call Centers at the levels of CEO Establishment of Call Centers at the levels of CEO and DEOand DEO

Marking/ forwarding of applicationMarking/ forwarding of application

Deadlines for redressalDeadlines for redressal

SMS generationSMS generation

Phone numbers to be mapped to “1950” (Toll Phone numbers to be mapped to “1950” (Toll Free) Free)

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PGR SERVER

AGGRIEVEDPEOPLE

SINGLE DISTRICT/MULTI- AC COMPLAINTS

DEO

SINGLE AC COMPLAINTS

ERO/RO

SINGLE STATE/MULTI DISTRICT COMPLAINTS

CEO

NATIONAL / MULTI-STATE COMPLAINTS

37•When a complaint is received, concerned officer based on the subject takes necessary action.•Officer may manually forward a complaint to next lower hierarchical level (if available) for necessary action.•In case of Multi-Level complaints, the final decision will be taken by the next higher level officer of the selected complaint level.

Fax

Phone Call

Letter

SMS

Personal Meeting

Complainant can know status of his complaint on Public Website and through Call

Centre.COMPLAINT FORWARDING

•Complaints from various sources except Public Website and Toll Free No. are entered into the system manually and auto forwarded to the concerned officer with an SMS according to the level chosen by the complainant.•All users at each level have their own system account for processing complaints.

COMPLAINT LODGED DIRECTLY TO CONCERNED

OFFICER

22

33

Satisfaction Response for the Action Taken by the officer is confirmed by personal phone call and by Call Centre till the complete disposal of complaint.

44

•An aggrieved person can lodge a complaint through various channels such as Toll Free No, Public Website, Letter, Fax, Personal Meeting, Phone Call and SMS to concerned

officer.

11

55

For each complaint, a unique Complaint ID via SMS is sent on complainant’s registered mobile/cell phone no. for tracking purpose.

1a1aCOMPLAINT LEVELS &

CONTROLLING OFFICER

ECI

PUBLIC GRIEVANCE REDRESSAL

PUBLIC GRIEVANCE REDRESSAL

ELECTION COMMISSION OF INDIA

Fax

Public Website

AGGRIEVEDPEOPLE

AGGRIEVEDPEOPLE

Future PlansFuture Plans

1.1. SMS based Poll MonitoringSMS based Poll MonitoringTested successfully in Last Vidhan Sabha Polls in Bihar Tested successfully in Last Vidhan Sabha Polls in Bihar etc.etc.An ‘Event based management system’ – from the time of An ‘Event based management system’ – from the time of dispatch till the time of deposition of election material dispatch till the time of deposition of election material SMS gateway obtained through NIC. SMS gateway obtained through NIC. 9212357123 9212357123 is the is the virtual destination number that ECI has purchased from virtual destination number that ECI has purchased from NIC to receive messages from all over India.NIC to receive messages from all over India.TRAI has allowed bulk SMS for this purposeTRAI has allowed bulk SMS for this purposeEvery functionary – CEO, DEO, RO, ARO, PO made Every functionary – CEO, DEO, RO, ARO, PO made system user by means of their mobile numbersystem user by means of their mobile numberPre-poll, Actual Poll and Post-poll process monitoring by Pre-poll, Actual Poll and Post-poll process monitoring by means of SMS generated in pre-defined formatsmeans of SMS generated in pre-defined formatsSMS can be sent directly or through the System WebsiteSMS can be sent directly or through the System WebsiteAuto-reminders for defaulters to send reports within the Auto-reminders for defaulters to send reports within the set Time Limitsset Time LimitsStatus update enables fast decision making whether the Status update enables fast decision making whether the event is sudden or expectedevent is sudden or expected 3838

Future PlansFuture Plans

2.2. Webcasting of Poll process Webcasting of Poll process Tested successfully in Last Vidhan Sabha Polls in a few Tested successfully in Last Vidhan Sabha Polls in a few constituenciesconstituenciesTo keep a check on illegal activities such as booth To keep a check on illegal activities such as booth capturing, money distribution and bogus voting to capturing, money distribution and bogus voting to bringing about complete transparency.bringing about complete transparency.To broadcast and monitor LIVE, the election process To broadcast and monitor LIVE, the election process from a distant polling station.from a distant polling station.To spread awareness to participate in Free and Fair To spread awareness to participate in Free and Fair Elections.Elections.Laptop/ Desktop, Webcam, Network connection and a Laptop/ Desktop, Webcam, Network connection and a Chat Client / Free software/ 3Chat Client / Free software/ 3rdrd party messenger are party messenger are all that is required.all that is required.Prevention of malpractices by election officialsPrevention of malpractices by election officialsEliminating impersonation Eliminating impersonation Live broadcast enables timely decision and action Live broadcast enables timely decision and action

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ERMS CellERMS CellWhat you will need?What you will need?

Civil/ Electrical works (if required). Basically the room should be neat and Civil/ Electrical works (if required). Basically the room should be neat and clean, dust and seepage free and there should be adequate power sockets clean, dust and seepage free and there should be adequate power sockets to connect the equipmentto connect the equipment

Earthing should be proper in order to prevent high leakage current.Earthing should be proper in order to prevent high leakage current.

Desktops/ Laptops - About 1 per AC Desktops/ Laptops - About 1 per AC 

Peripherals – 1-2 Printers, One Scanner etc. Peripherals – 1-2 Printers, One Scanner etc. 

Stable Power Supply – One UPS 2/3/5 KVA. The supply to sockets should be Stable Power Supply – One UPS 2/3/5 KVA. The supply to sockets should be through this UPSthrough this UPS

Servo Stabilizer (AVR & Manual) - 7-8 KVA for 5 KVA UPS; 5 KVA for 2-3 KVA Servo Stabilizer (AVR & Manual) - 7-8 KVA for 5 KVA UPS; 5 KVA for 2-3 KVA UPSUPS

DG Set - 10 KVADG Set - 10 KVA

Adequate Furniture for Computer Centre Adequate Furniture for Computer Centre 

Connectivity – NICNET (wherever feasible)Connectivity – NICNET (wherever feasible)

Consumables – Toners, Stationery, Pen DrivesConsumables – Toners, Stationery, Pen Drives

Technical Manpower – Data Entry StaffTechnical Manpower – Data Entry Staff

Telephone Line – Dedicated for 1950 (Only at District HQ)Telephone Line – Dedicated for 1950 (Only at District HQ)

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Stakeholders’ Stakeholders’ ResponsibilitiesResponsibilities

Election Department –Election Department –

Procurement/ purchase of Computers, Printers, Scanners, UPS, DG SetProcurement/ purchase of Computers, Printers, Scanners, UPS, DG Set

LAN Material (Cables, Switches, Routers), LAN Material (Cables, Switches, Routers),

Care and upkeep of all tangible items, Care and upkeep of all tangible items,

Consumables (Toner Cartridges, Stationery)Consumables (Toner Cartridges, Stationery)

Data Entry for Continuous UpdationData Entry for Continuous Updation

Disposal of Claims/ Objections Disposal of Claims/ Objections

Printing / Scanning on small scale Printing / Scanning on small scale

Public Grievance Redressal / MonitoringPublic Grievance Redressal / Monitoring

Updation of ERMS Control TablesUpdation of ERMS Control Tables

Updation of PGR/ PSL Control TablesUpdation of PGR/ PSL Control Tables

Prepare and provide content (soft copy) for CEO’s websitePrepare and provide content (soft copy) for CEO’s website

CEO’s Portal updationCEO’s Portal updation

Data Entry for EVM databaseData Entry for EVM database

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Stakeholders’ Stakeholders’ ResponsibilitiesResponsibilities

NIC (SLA) – State Unit and District OfficesNIC (SLA) – State Unit and District Offices

Support for Database Storage and ManagementSupport for Database Storage and ManagementSoftware Development and DeploymentSoftware Development and DeploymentSoftware Customization as per user needsSoftware Customization as per user needsTroubleshooting except Hardware maintenanceTroubleshooting except Hardware maintenanceCoordination with vendors for Equipment maintenanceCoordination with vendors for Equipment maintenanceBandwidth provisionBandwidth provisionVideo Conferencing facilitiesVideo Conferencing facilitiesTraining (faculty only)Training (faculty only)Networking Support and Technical Guidance/ ConsultancyNetworking Support and Technical Guidance/ Consultancy

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Stakeholders’ Stakeholders’ ResponsibilitiesResponsibilities

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Third Party Vendors –Third Party Vendors –

Bulk Data EntryBulk PrintingManaging the DPL (Designated Photography Locations)Photo scanning/ cropping/ cleaning/ compression, grayscale conversionForm001B printingImage integration with E-Rolls database Card Production (printing, hologram, lamination etc.)

Important Website URLsImportant Website URLs

Election Commission of IndiaElection Commission of India– http://eci.nic.inhttp://eci.nic.in

Chief Electoral Officer, J&KChief Electoral Officer, J&K– http://ceojk.nic.inhttp://ceojk.nic.in

Polling Station Location Mapping DataPolling Station Location Mapping Data– http://164.100.34.138/psleci (for viewing only)http://164.100.34.138/psleci (for viewing only)– http://164.100.34.138/psl (for data upload)http://164.100.34.138/psl (for data upload)

Public Grievance Redressal SystemPublic Grievance Redressal System– Option 1: Go to eci.nic.in and click on “Online Complaints”Option 1: Go to eci.nic.in and click on “Online Complaints”– Option 2: http://164.100.34.138/CSOption 2: http://164.100.34.138/CS

Contact DetailsContact DetailsSaleem Khan, Scientist ‘E’ & Technical DirectorSaleem Khan, Scientist ‘E’ & Technical Director– 0191-2546672, 0194-24741160191-2546672, 0194-2474116– +91-9419123923+91-9419123923– saleem.khan@nic.insaleem.khan@nic.in

Baiju Ubbot, Scientist ‘B’Baiju Ubbot, Scientist ‘B’– 0191-25466720191-2546672– +91-9419151650+91-9419151650– baiju.ubbot@nic.inbaiju.ubbot@nic.in

Election Commission of IndiaElection Commission of India– ecitechsupport@gmail.comecitechsupport@gmail.com– EVM --> Sh. Abhishek Sharma (09810286385)EVM --> Sh. Abhishek Sharma (09810286385)– PGR --> Sh. Manish Kumar (09350980259) and Sh. Bikash Kumar PGR --> Sh. Manish Kumar (09350980259) and Sh. Bikash Kumar

(09873446557)(09873446557)– MS (Expenditure Monitoring) --> Sh. Amit Gautam (09210061687) MS (Expenditure Monitoring) --> Sh. Amit Gautam (09210061687)

and Sh. Rohit Chhabra (09873339975)and Sh. Rohit Chhabra (09873339975)4545

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ThanksThanks