ERO‐Net User Manualceojammukashmir.nic.in/ERONET/Manuals/Supervisor... · 18 November 2016 ERO‐Net (Supervisor) User Manual Version 1.0.5 ... state servers will have mirror image

ERO‐NetUserManual

For

SupervisorVersion1.0.5

18November2016

ERO‐Net(Supervisor)UserManual Version1.0.5

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CONTENTS 1. Preamble....................................................................................................................................................................3

2. Background...............................................................................................................................................................5

3. FormProcessingThroughERO‐Net..............................................................................................................6

4. OnlineFormProcessing–InNutshell..........................................................................................................7

5. OnlineFormProcessingDetails......................................................................................................................8

6. Roles.............................................................................................................................................................................9

7. UsersandScreens................................................................................................................................................10

7.1 Officer3:Supervisor......................................................................................................................................10

8. AlertsandNotifications....................................................................................................................................12

8.1 NotificationstoSupervisor.........................................................................................................................12

9. OfflineFormProcessing–InNutshell........................................................................................................13

10. OfflineFormProcessingDetails....................................................................................................................14

AppendixA:ERO‐NetSpecifications........................................................................................................................21

Glossary................................................................................................................................................................................22

ContactInformation&Feedback.............................................................................................................................23


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1. PREAMBLEThe ECI‐Net is a system to integrate processes of Election Commission of India (ECI). ThesystemenablesNationalRolloutofthee‐Services(NRES)tostakeholders.Electoralprocesshastwodistinctcomponents,firstisthemaintenanceofhealthyElectoralRolls(ERs)andsecondistheefficientconductofelections.EachofthesetwocomponentsisproposedtobeintegratedatnationallevelandmanagedthroughECI‐NetusingInformationTechnology(IT).ERONetisforERsmanagementandRO‐Netisforassistinginconductofelections.ECI‐Netalsoenvisagese‐officetoautomateprocessflowinECIalongwithdigitizationofallinformation&records.Thesystemwill enable extending various services to external stakeholders. The systemwill alsohelpinimprovingefficiencyanddecisionmakingofinternalstakeholders.ERO‐Netbrings in seamlessprocessingof forms, easyhandlingof thedatabases, regular andsimplerwayofmonitoringtheERsactivitiesandmaintainingtheERshealth.

Thesystemhasthreemajorcomponents,

ERO‐Net linksallEROsofNation.

UNPER UnifiedNationalPhotoElectoralRollsData.

NVSP CitizenElectoralservices.

ToprovideservicesonNVSPatnationallevel,dataexchangeservicesaredeployedateachstate.TointegrateERsatnationallevelasUnifiedNationalPhotoElectoralRollsData.TheERsdataismanaged and maintained on state server by using ERMS of respective states. The ERO‐NetsystemprovidesaunifiedERMSserviceatnationallevelonsecurecloudusingUNPER.ThedataexchangeserviceswillstillbetheretomaintaintheERsbothatnationalandstateservers.ThestateserverswillhavemirrorimageoflatestsynchronizeddataonwhichalloperationsrelatedtoERsmaybedone at state level.The state serverswill alsoact asdisaster recovery remoteserversforUNPER.


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TheoverallscopeofERO‐NetistodevelopawebbasedsystemforElectoralofficials.

TheERO‐NETprovidesfollowingfunctionalitiesinERsmanagement,

1. Processingofelectoralforms Viewdashboardforoverallprocessing. Processesandspecificationsfordigitizationandscanning. AssigningpartnumberandBLO. GenerationofchecklistforfieldverificationbyBLO. Enteringfieldverificationreport. Schedulehearingwithelectors/objectorsorfieldre‐verification. GettingfeedbackfromEROofpreviousAC. SharingoutcomeofpossiblerepeatentrieswithERO(s)concerned. Approve/Rejectforms.

2. Maintainelectoralrolls GenerationofEPICandinclusioninelectoralrolls. Modificationinelectoralrolls. Migration/Deletioninelectoralrolls. Generationofvariousformats(formats1to11A).

3. PollingStationsManagementSystem GISlocationofPS. Part&SectionboundariesonGIS. AMFMapping. Part&SectionoptimizationbasedonECIguidelines.

ElectoralServicesthroughERONet WebPortal(NVSP), MobileApp(Android,iOS,Windows), SMSgateway, E‐mail.

ElectorsandCitizensgetfollowingInformationontheERentries Namesearch,part&SerialNo. Submitonlineapplicationsofform6,6A,7,8,&8Awithsupportingdocuments. Trackingthestatusoffilledapplicationincludingautoalerts. DetailsofPollingStation(PS), DetailsofAssuredMinimumFacilities(AMF) HowtoreachyourPSusingGPS,GoogleEarth,GoogleMapsandKeyMap. KnowyourElectoralOfficers‐BLO,Supervisors,ElectionOfficer/NayabTahsildar,

AERO/ERO,DEO&CEO. Stepbystepguideonenrolment&FAQs,Informationonlegalprovisionsrelatingto

enrolment. VoluntarilyfurnishinginformationtoensurehealthofERsuchascontactdetails,linking

familymembers,unenrolledfamilymembers’details,membersgoingtobecomeeligibleforvoterIDcard(atttainsageof18years)innextsummaryrevision,detailsofshifting/absent/deadofanyelectoretc.


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2. BACKGROUNDThe inclusion, shifting/ transposition,modificationordeletion in the electoral roll isdonebysubmittingERforms.Applicationscanbefiledonlinethroughportal,MobileApplication,SMS,NationalCallCentre(NCC)orbysubmittingthefilled‐informstoERO/AERO/BLOofhisorherconstituencyinpaperorthroughelectronicsubmissionusingNVSPportal.

Theinclusion,modificationordeletionintheelectoralrollsisdonebyfillingandsubmittingERforms.Requestcancomeineitherelectronicorphysicalform.

Inelectronicform OnlineFormfromhttp://nvsp.in,or ThroughMobileApp,or ThroughSMS.

Inphysicalform

FillingupformandsubmittingtoERO\AEROofhisorherconstituency.

Differenttypesofformsandtheirdetailsareasgivenbelow,

FORM6A

Inclusionofnameforoverseasvoters

FORM6

Inclusionofnameinelectoralroll MigrationfromoneACtoanother

FORM8A

TranspositionofentrywithinAC

FORM7

Objectionforinclusionbyanobjectorforanothervoter Requestfordeletion

FORM8

Correctionofentriesinelectoralroll


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3. FORMPROCESSINGTHROUGHERO‐NET

1. ApplicantfillsformonlineonNVSP/MobileApp/SMS/orsubmitsphysicalform.

2. InERO‐Netdigitizationofofflineformsdataisdone.

3. Alertissenttouserindicatingsubmissionofforms.

4. Offline validations and checks are undertaken. Also alert is generated toAERO/ERO and

users indicating the submission/ Scanning of forms including supporting documents. The

digitizationofimagesdone.

5. TheBLOofpreviousACdoesfieldverificationatoldaddressin7daysandgivesfeedbackas

Shifted/Dead/NoSuchperson/stilllivingintheoldaddress.

6. EROofoldACsendsBLO fieldverification report tonewERO in14days. If foundshifted

fromoldplace,theERentryis‘MarkedforMigration’tonewERO.

7. ElectionOfficerERO/AEROcheckswhethertheformisoktoprocessfurther.

8. IfpartIVisfilledinForm6application‐correspondingERO/Supervisor/BLOisinformed

byalert.

9. TheChecklistforfieldverificationbyBLOisgenerated.

10. AlertissenttoapplicantandconcernedSupervisor/BLO.

11. BLOcollects copyof form, supportingdocuments, andchecklist.Hedoes fieldverification

using hard copy of checklist and sends outcome by SMS/mobile app and sends filled in

checklistelectronically.

12. ThereportofBLOisenteredbydataentryoperator.

13. Supervisorcheckstheformandfieldverificationreport,addhis/herremarksandsubmits

toAERO.

14. ERO/AEROrecommendsbasedon inputs,suchasdocumentssubmitted, fieldverification

report(s),ObjectionsreceivedandremarksofotherERO.

15. EROrejects/accepts/scheduleshearing.EROmayorderre‐verificationprocessaswell.

16. Alertissenttoapplicantaboutdecision/scheduleofhearing.

17. If ERO accepts the form either new EPIC is generated or old EPIC is retained in case of

migration and the record is included in the E‐Roll. In case of approvedmodifications the

recordinE‐Rollisupdated.

18. IfEPICistobeprintedthenGenerationofEPICimage(pdf)andlinktoprinterisactivated.

AlertgoestoelectorandprinterofEPIC.

19. OncompletionofEPICprinting,alertgoestoElectortocollecthisEPIC fromadesignated

place/awaitdeliverybyBLO.

20. IfAppealisfiledbeforeDEO/CEOentiredatamovestonewlevel&processisrepeated.


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4. ONLINEFORMPROCESSING–INNUTSHELL

Theapplicantsubmitstheformonlineatnvsp.inandoncompletionofthesamegetstheSMS/

emailalert.ThereafterAEROcheckstheapplicationforfurtherprocessing.Ifok,AEROassigns

partandsectionnumbertotheform.TheBLOiseitherautomaticallyormanuallyassigned.BLO

can also be reallocated if desired. ERO/ AERO also generates a checklist, which includes

demographicallymatchedentries, forBLOtoprocessfurther.TheERO/AEROsetstargetdate

forBLOtoprocessallocatedforms.BLOalsotakesaphysicalprintoftheapplicationaspartof

packagerequiredforfieldverification.BLOdoesfieldverificationandexecutesthechecklist.In

case age is greater than 25 years, an undertaking is taken from the applicant. BLO makes

comments on demographically similar entries and takes signature on physical form from

applicant.BLOsubmitstheinformationtothedataentryoperatorwhointurnenterstheBLO

report,correctionsandsupportingdocuments.Supervisorthereafterverifiesthechecklistand

submitsittotheERO/AERO,whoreviewsthechecklistandgivesobservationtotheERO.The

ERO if approves application, anEPIC is generated andupdations aredone in central e‐roll. If

however ERO rejects the application, information is sent to the applicant about Schedule

hearingorforre‐initiatingtheprocess.


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5. ONLINEFORMPROCESSINGDETAILS

1. ApplicantfillsformonlineonNVSP/MobileApp/SMS/orsubmitsphysicalform.

2. AlertisgeneratedtoAERO/EROandapplicantindicatingthesubmissionofforms.

3. TheBLOofpreviousACdoesfieldverificationatoldaddressin7daysandgivefeedbackas:

Shifted/Dead/NoSuchperson/stilllivingintheoldaddress.

4. EROofoldACsendsBLO fieldverification report tonewERO in14days. If foundshifted

fromoldplace,theERentryis“MarkedforMigration”tonewERO.

5. ElectionOfficerERO/AEROcheckswhethertheformisoktoprocessfurther.

6. IfpartIVisfilledinForm6application‐correspondingERO/Supervisor/BLOisinformed

byalert.

7. TheChecklistforfieldverificationbyBLOisgenerated.

8. AlertissenttoapplicantandconcernedSupervisor/BLO.

9. BLOcollectschecklistanddoesfieldverificationusingphysicalchecklist.Hesendsoutcome

bySMS/mobileappandsubmitsfilledinchecklistelectronically.

10. ThereportofBLOisenteredbydataentryoperator.

11. SupervisorundertakeschecksandthensubmitsverificationreporttoERO/AERO.

12. ERO/AEROrecommendsbasedon inputs,suchasdocumentssubmitted, fieldverification

report(s),ObjectionsreceivedandremarksofotherERO.

13. EROrejects/accepts/scheduleshearing.EROmayorderre‐verificationprocessaswell.

14. Alertissenttoapplicantaboutdecision/scheduleofhearing.

15. IfEROacceptstheform,updatesinE‐RollaredoneandeitheroldentrywithEPICnumber

migratestothenewplaceornewEPICisgenerated,whereverapplicable.

16. IfEPICistobeprintedandgiventhenGenerationofEPICimage(pdf)andlinktoprinteris

activated.AlertgoestoelectorandprinterofEPIC.

17. OncompletionofEPICprinting,alertgoestoElectortocollecthisEPICfromadesignated

place/awaitdeliverybyBLO.

18. IfAppealisfiledbeforeDEO/CEOentiredatamovestonewlevel&processisrepeated.


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6. ROLESERO‐NetcaterstothenumberofrolesofexistingECIofficials.ERO‐Nettakesintoconsiderationfollowingrolesatthestatelevel.

CEO‐ChiefElectoralOfficer(StateLevel) DEO‐DistrictElectoralOfficer(District/SubdistrictLevel) ERO‐ElectoralRollOfficer(ACLevel) AERO‐AssistantElectoralOfficer(ElectionIn‐chargeatTehsil/Taluklevel) Supervisor(FieldofficertooverseeBLOactivities) BLO‐BoothLevelOfficer DataEntryOperator(PermanentITStaffatAERO/EROoffice) ServiceProviders‐forDataentry/Digitizationandscanningofforms(SLA/Vendors)

ERO‐Net

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SupervisorFormProcessPanel

2. ViewProgressThisscreendisplaystheprogressofforms.


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8. ALERTSANDNOTIFICATIONS

The ERO‐Net makes number of operations as per the user input and actions. ERO‐Net alsoissuesalertsandnotificationsoncompletionofeachstageofprocessing.DependingonthestateoftheforminERO‐Net,alertsandnotificationsintheformSMSareissuedtotheapplicantandconcernedofficials.Thesesystemgeneratedalerts&notificationsaregiveninfollowingtables.

8.1 NOTIFICATIONSTOSUPERVISORMiD‐1 Application <no.> in form <no.> has been registered and checklist has been

generated.ReadyforBLO<partNo.>FieldverificationMiD‐2 BLO<partNo.>has/hasnotsubmittedreportforapplication<id>/inprescribed

timelimit.MiD‐3 BLO <part No.> has submitted report for application <id> without <reasons/

documents>.BLOre‐verificationrequired.


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9. OFFLINEFORMPROCESSING–INNUTSHELL

Physical forms from different locations arrive at the ERO office. Data Entry Operator at EROofficefillsthecountofreceivedformsaccordingtoformcountandAEROallocatesjobsforthedataentryoperators.AEROthereaftergeneratesQRcodedatafileandassignsSLAforprintingand affixing QR codes. These QR codes affixed forms are given to the SLA for scanning. SLAhandovers digitized copy of the forms to AERO. The Data Entry Operator uploads digitizedformstoERO‐Netonebyonemanually.Thereafterdigitizedofflineformsareprocessedasperonlineprocessing.


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10. OFFLINEFORMPROCESSINGDETAILS

Offlineforms

OfflineformsarethephysicalformsreceivedanddigitizedatEROoffice.ThesedigitizedformsaremaintainedintotheERO‐Netandprocessedthereafterinsamewayastheonlineforms.

Offlineformprocessingsteps

PhysicalformsarereceivedatEROofficefromdifferentlocationslike;designatedlocations,

BLOs,SpecialCamps,BLAs/politicalparties,direct submissionbycitizensand fromDEO,

CEO,ECIetc.

Dataentryoperatormanuallyfillstheforms’typecountinERO‐Netdatewise.

OfflineFormProcessing‘Dashboard’

‘NumberofFormsReceived’Screen

WhensufficientnumbersofformsareavailableatEROoffice,AEROmanuallyallocatesjobstodataentryoperatorfordigitizationofforms.

DataentryoperatorfillstheformonlineinERO‐Net. Followingisthemethodof fillingupformfieldsaccordingtotheformtype:

1 Forfirsttimeenrolmentrequestinform6,6A‐Allrelevantfieldsneedtobefiled.


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2 Forexistingelector, Fetchingofallrecordfromexistingdatabaseexceptaddressforform6&8A. Fieldsrequestedforcorrectionforform8, Forexistingelector,Objectors’detailsforform7.

3 IncaseofmismatchbetweenEPICfetcheddetailsandthose furnishedintheform,enteralldetailsandverify/matchwiththeEPICforthedetailsifany.

The filled forms are submitted to ERO‐Net. The QR code is generated and saved for thesubmittedforms.Dashboardwillnowreflecttheactualdigitizedformscountdatewise.

AEROassignsSLAanddownload “QRcodedata file”.QRcodedata file contains all formsdetailsbetweenselecteddatesbyERO/AEROforaformtype.

‘AssignSLA’OptioninDashboard

‘AssignSLA’Screen


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DownloadQRCodeDataFile

AERO can view already SLA assigned “QR code data file” and download themwheneverneeded.

IntheEROofficeQRcodesareprintedandaffixedontheformandsupportingdocuments.

AERO hands over ‘QR codedata file’ and their corresponding physical forms to SLA forprintingofQRcodes.

Note:AEROalsomaintainsarecordofphysicalforms,givenandreceived.

SLA/DataEntryOperatorprintsQRcodeusing‘QRcodeprintingsoftware’.TheprintedQRCodeisthenaffixedonbottomrightcornerofeachpageofphysicalformandit’ssupportingdocuments.SeeAppendixAformoredetailson‘QRCodePrintingSoftware’.


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QRCodePrintingSoftware‐PopulateFormData

Applicant’sDetailsinQRCodePrintingSoftware

QRcodeaffixedformsgiventotheSLAforscanning.


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QRCodesandPrinter


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SampleForm6withQRCode


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SLAscansallformsandsupportingdocumentsasperscanningguidelines.FormoredetailsreferScanningGuidelinesDocument.

SLAcropsthephotographandhandoversdigitizeddocumentstotheAERO.

AEROchecksthequalityofscanneddocumentusing‘ScanQualityCheckerSoftware’andpreparesreport.Completedformsarethenreadyforuploading.SeeAppendixBformoredetailson‘ScanQualityCheckerSoftware’.

ScanningQualityCheckerSoftware

AEROsendsreportofrejectedfilesandphysicalformstotheSLAforcorrections.

DataEntryOperatoruploadstheformsonebyonemanually.Dashboardwillnowreflecttheactualuploadedformsandfurtherprocessingoftheformisasperonlineformprocessing.


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APPENDIXA:ERO‐NETSPECIFICATIONS

Domainhttp://Ecinet.in/eronet

SiteisbestviewedinLatestversionofChrome,MozillaFirefoxwithresolutiongreaterthan1280by1024pixels

QRPrinterSpecifications

Resolution ‐ 200DPIandabove Type ‐ ThermalTransferandDirectThermal Speed ‐ 4”/secandabove Printwidth ‐ 4”

QRModuleSizeSupport:QRversion1to20 MinimumModuleSize:21x21 MaximumModuleSize:97x97 ErrorCorrectionLevels:L,M,Q,H

Recommend is TSC – TTP244 Pro printer however otherQR code printers can be used fromCitizen,Godex,Toshiba,TSCetc

(CitizenCLE720(203dpi) ,CitizenCLE730(300dpi),CITIZENCLS‐621 ,CITIZENCLS‐631 ,Godex RT 700 Desktop, Godex RT 700i Desktop , Godex EZ‐1100 Plus, CITIZEN CL‐S700 ,CITIZENCL‐S703BarcodeLabelPrinter)

StickerPaper

Polyesterlabelswhicharenontearablearerecommended.

PrinterRibbon

Thermaltransferribbonsareofthreetypes

Type‐1WaxRibbons – used for most economical printing. Print labels are less durableagainstscratch,chemicalandenvironmentalresistance.

Type‐2Wax&ResinRibbons – printingwithwax/ribbons takesplace at higherheat orenergysetting.Printlabelsaremoredurableandgoodresistance.

Type‐3ResinRibbons–Mostexpensivethermalribbons.Thisgivesprintlabelslonglifeinharshenvironment.

RecommendareWax&Resin(Type2)Ribbonsforourapplication.


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GLOSSARY

AERO AssistantElectoralRollOfficer

AMF AssuredMinimumFacilities

AC AssemblyConstituency

BLO BoothLevelOfficer

CEO ChiefElectoralOfficer

DEO DistrictElectionOfficer

ECI ElectioncommissionofIndia

ERMS ElectoralRollManagementSystem

ERs ElectoralRolls

ERO ElectoralRollOfficer

EPIC Elector’sPhotoIdentityCard

GIS GeographicalInformationSystem

GPS GlobalPositioningSystem

NCC NationalCallCentre

NRES NationalRolloutofe‐Services

NVSP NationalVoter’sServicesPortal

PS PollingStation

PC ParliamentaryConstituency

SMS ShortMessagingService

UNPER UnifiedNationalPhotoElectoralRollsData


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CONTACTINFORMATION&FEEDBACK

Formoreinformationpleasecontact:eronet‐[email protected]

Documents

ERO‐Net User Manualceojammukashmir.nic.in/ERONET/Manuals/Supervisor... · 18 November 2016 ERO‐Net (Supervisor) User Manual Version 1.0.5 ... state servers will have mirror image