ERMS Computerization Handout

7/27/2019 ERMS Computerization Handout

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Computerization of Electoral Rolls

Database Structure

• Electoral Rolls are computerized i.e. maintained in a

relational database organized into tables prescribed by ECI

• Database is stored in two set of tables:

1. Control Table (Master Tables) - Defines relationship between Electoral units such as Parliamentary

constituencies, Assembly Constituencies, Parts,

Sections and administrative units

2. Elector Details Table –

Provides details of the electors

• Database is updated during every revision process

Control Tables

• Details in Control tables are required: – For printing details on the Part header

– For data integration of database of all electors in theState

– Prepare the Draft Rolls in PDF format

• Accepted claims and objections are entered in the systemand then Final Roll is prepared by incorporating alldeletions and modifications

• It is very important to prepare control tables with extremecare and diligence so that the Electoral Rolls are properlygenerated

• The Control tables are entered once and used multipletimes for roll preparation. An error in control table canmagnify multiple times, so utmost care has to be takenwhile preparing control tables.

• If the control tables are not filled timely and

correctly then all the pains taken by EROs to ensurethe enrollment of eligible persons would be wasted

• DEOs /EROs are responsible for collection of this datafrom the field.

• DEOs/ EROs supervise the data entry by data entry

operators• State Level Agency (SLA) provides the technical

support

Control Tables

• To ensure the correct updation of database it is vital tohave close coordination between SLAs (technicalguide), DEOs (collection of data) and the data entryoperators

• ECI identifies and lays down the structure of thecontrol tables.

• Timeliness of data entry is important

• Some major tables are shown in the next few slides

Control Tables

• Three tables which define the relationship between

Districts, Assembly Constituencies andParliamentary Constituencies.

PC_LIST

Districts

List of PCs

3 Tables AC_LIST

List of ACs

List of Districts

Control Tables

Linking AC with Districts

D I S T R I C T

DISTRICT 2

BOUNDARIES LEGENDS

DISTRICT

Control Tables• Four tables to provide details of Polling Stations,

Parts and Sections.

PS_AUXY

SEC_DETAIL

PSBuildings

Parts in ACs

Polling Station Locations

List & Details of Auxiliary

Polling Stations

4 Tables

NewPartList

Sections within the area

corresponding to Part

Control Tables

• Ten tables which list administrative units and their

relationship with each other

8Tables

TEHSILS

VILLAGES

POST_OFF

BLOCKS

PANCHAYAT

POLICEST

List of sub-divisionsList of Tehsils

SUBDIVS

List of towns

administered by

MunicipalCorporation /

Municipality /

Notified Area

Councils

List of Villages

List of Development Blocks

List of

Panchayats

List of Police

Station

List of Post

Offices

AC / Part - Database Structure

• AC_001

– AC001PART001

– AC001PART002

– AC001PART003

– AC001PART004

• AC_002

– AC001PART001 – AC001PART002

Database

Tables/

Relations

Electoral Roll Management System

• It’s a Windows based application developed for using web

services as a data retrieval technique.

• It covers the entire process of Electoral Roll preparation in

the states from electoral roll revision, data management process, electors’ registration, correction and data

modification to final publication of Electoral Roll and

preparation of Electors Photo Identity Card (EPIC).

•It also has some additional tools for providing citizenservices i.e. search facility, voter slip and tracking current

status of your application.

Key Features of ECI’s ERMS (2)

• Each and every application (Form 6/7/8/8A and 6A)

received is digitized.

• Separate database is used to keep the data of Form 6, 7,

8, 8A and 6A.

• Only ERO/AEROs have write permission on the main

electoral roll database and i.e. secured by ‘Digital

Signatures’.

• Provision to print check lists for EROs/AEROs and

BLOs at various levels.

• Facility to crop uploaded images if needed for better

alignment.

• EPIC printing is done as specified by the Commission that

includes EPIC dimensions as well.

• Various MIS reports are incorporated as specified by the

Commission.• Photographs used in the software as a binary data.

• Date format used in the various modules is dd/mm/yy

complaint.

• A facility to sort voter list using House No that may becustomized State wise.

• EPIC is printed using data of main electoral roll.

•Facility to track each and every application using unique keynumber.

• Online search facility is available to search on the basis of

name and EPIC No i.e. provided District and AC wise in

English and vernacular.

• EPIC based search facility to generate voter slip on mobile.

• A tool to rationalization of polling stations is provided.

• Managing auxiliary polling station is incorporated.

• Facility to fill up online Form 6, 7, 8 and 8A using PGR website(Citizen Services).

Understanding ERMS

Modules(Core Components)

Architecture of ERMS

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 Level

System

Door to door verification

Electors

Local Machine

= Database

Component Description (Modules)

• Admin Module ( For managing users )

• Intensive / Summary Revision Data Upload

Application

• ERO / AERO Application

• Integration and Roll Printing Application

• Electors’ Photo Identity Card Preparation and

Printing Application

• Searching Module (Web/Mobile based)

• Control Table Management Module

Summary Revision Data Upload

•An application used to Add, Delete and Update theElectoral Roll. This application is supported by 4

prescribed formats : -

• Form 6 - For inclusion of name in Electoral Roll

•Form 7 - For objection to inclusion of name inElectoral Roll

• Form 8 - Application for objection to particulars

entered in Electoral Roll

• Form 8A - Application for transposition of entry inElectoral Roll. (Within AC)

• Form 6A – NRI Applications

ERO / AERO Application

• This application is for the Elector Registration Officer to

approve revisions made through ‘Summary Revision

Data Upload Application’.

Roles of ERO

• Assign Enquiry Officer for each parts of the AC for each

type of forms received i.e., Form6, Form7, Form8,

Form8A.

• After BLO verification, this application is used for

either approving / rejecting cases.

• Updating records in the main database of electoral roll.

Integration and Roll Printing

• 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 deletions in the roll.

EPIC Preparation and Printing

• ERO can create EPIC for Electors using this

application. The main functionalities of this

application are : -

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

• After verification of data the EPIC can be generated for

each elector in a pdf format.

Provision to make duplicate EPIC.• To generate MIS report on distribution.

Data Entry and

Data Security Guidelines

Data Entry and Data Security (1)

• List of amendments are entered into a database using asoftware provided by ECI in CEO’s office during everyrevision

• Data is entered with utmost care ensuring error free entries asit will be published as Roll later

• ERO ensures that manuscripts of additions, deletions andcorrections are entered timely and correctly

• BLO goes through checklists and certifies that correct data isentered in the database after the corrections made by ERO inthe Roll

• Data entry work is undertaken in secured environment wheresafe and exclusive space can be provided

• Data and Equipments for data entry remains in the custody of

DEO/ERO. ERO must adhere to the elaborative guidelines for data safety and security

• Proper police verification of all temporary and casual

data entry operators proposed to be engaged by

vendors.

Proper security arrangement at DesignatedPhotography Location (DPL) centers.

• Identity card to staff of DPL centers to be displayed

permanently by staff member.

Designated officer for all aspects of DPL functioning. Heshould open and lock the DPL and keep keys with him.

He is accountable for DPL’s functioning.

• Logbooks to be maintained for opening and closing of

DPLs countersigned by designated officer

Separate logbook for movement of equipments. Everymovement should be accompanied by designated officer.

• Database kept only at State level in the custody of CEO

• Surprise visits to DPL

Daily verifications of EPICs prepared during the day.

• Proper account of Holograms for EPIC. Responsibility

of DEO.

• The records of Holograms must tally with EPICs

issued, balance with officer for safe custody.

• Proper record of damaged and wasted holograms.

• Criminal action under law if accounts of holograms do

not tally – against vendor/officer responsible.

Agreement should mention clause that vendor has toreturn the entire data after work is over. Otherwise

there can be penal provisions.

• Agreement should mention clause that vendor has to

return the database after work is over. Otherwise there

can be penal provisions.

• Database should be properly sealed in cover while

taking out of DEO’s office. Record of person taking

out should be maintained.

• The DPL, room must be sealed after day’s work and

keys should be with designated officer.

• All forms received on paper must be computerizedimmediately and data uploaded on CEOs server

• Data entry can be done in off-line mode with batch upload

• Processing of data should start only after it is uploaded on the

Server • Full data base security at server level is essential

• Data is uploaded on a database separate from electoral data base. It may be called uploaded data base

• Data is shifted from uploaded to electoral database only after full enquiry and approval by ERO with digital signatureauthentication by ERO

Reports

• Report on Statistical Analysis in Format 1 to 8 analyzing EP

Ratio, Sex Ratio, Age Cohorts etc

• Report on number of claims and objections received in Form

6, 6A, 7, 8 and 8A and percentage of claims and objectionsaccepted

• Report on deletions giving deletions based on Form 7 and suo-

moto deletions separately

• Report on number of inclusions, deletions and net increase innumber of Electors

Part Header Page

Electoral Roll in English

Electoral Roll in Hindi

Supplementary Roll

Electoral Roll (Alphabetically) - English

Electoral Roll (Alphabetically) - Hindi

Electoral Roll (Working Copy)

Thanks

ERMS Computerization Handout

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